Job Description

Operations & Administrative Coordinator

Working Pattern: Part-Time (20 hours per week)

Location: Dublin

Contract Type: Contract

About the Role

We are seeking a highly organised and proactive Operations & Administrative Coordinator to support a fast-paced, global team. This is an exciting opportunity to play a key role in driving operational excellence, creating seamless employee experiences, and supporting day-to-day business activities within a dynamic technology environment.

The successful candidate will thrive in a collaborative setting, enjoy managing multiple priorities, and be passionate about delivering exceptional support to both internal stakeholders and external partners.

Key Responsibilities

Operational & Workplace Support

Coordinate IT equipment requests, device orders, onboarding kits, loaner devices, and inventory management.

Act as the primary point of contact for workplace operations, facilities requests, desk setups, office moves, and workspace readiness.

Ensure office environments are organised, functional, and ready to support employees and visitors.

Onboarding & Employee Experience

Support onboarding and offboarding activities, including workspace preparation, equipment coordination, and employee transitions.

Help deliver a positive employee Experience by ensuring all logistical requirements are completed efficiently and professionally.

Events & Team Engagement

Plan and coordinate team events, engagement initiatives, site visits, and morale-building activities.

Manage vendor relationships, catering arrangements, event logistics, and onsite execution.

Support the delivery of memorable employee experiences that foster collaboration and team culture.

Meeting & Business Coordination

Provide onsite support for meetings, workshops, and team gatherings.

Coordinate room bookings, meeting logistics, resources, and readiness requirements.

Assist with recurring business rhythms, tracking key meeting cadences and ensuring stakeholders are prepared.

Global Team Support

Monitor international holidays and time zone considerations, proactively identifying and resolving scheduling conflicts across global teams.

Partner closely with Executive Assistants and business stakeholders to ensure smooth day-to-day operations and effective communication.

What You'll Bring

Required Experience

2+ years of Experience in administration, business support, customer service, executive support, or a related operational role.

Experience coordinating meetings, events, travel, calendars, or business operations in a fast-paced environment.

Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneNote.

Preferred Experience

Bachelor's degree or equivalent professional Experience.

Experience managing budgets relating to events, travel, training, or business operations.

Previous Experience supporting senior leaders or executives.

Experience working within large, matrixed, or global organisations.

Skills & Competencies

Exceptional organisational and time-management skills.

Strong customer service mindset with a commitment to delivering high-quality support.

Excellent communication and stakeholder management abilities.

Proven ability to manage multiple priorities and adapt to changing business needs.

Strong problem-solving and analytical skills.

High level of professionalism, discretion, and integrity when handling sensitive information.

Ability to work independently while building strong relationships across diverse teams.

Experience coordinating projects, logistics, and operational activities from planning through execution.

Job Title: Administrative Assistant

Location: Dublin, Ireland

Job Type: Contract

Trading as Aston Carter. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. (phone number removed). Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Aston Carter is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at (url removed)>

To access our Online Privacy Notice, which explains what information we may collect, use, share, and store about you, and describes your rights and choices about this, please go to (url removed)>

We are part of a global network of companies and as a result, the personal data you provide will be shared within Allegis Group and transferred and processed outside the UK, Switzerland and European Economic Area subject to the protections described in the Allegis Group Online Privacy Notice. We store personal data in the UK, EEA, Switzerland and the USA. If you would like to exercise your privacy rights, please visit the "Contacting Us" section of our Online Privacy Notice at (url removed)/en-gb/privacy-notices for details on how to contact us. To protect your privacy and security, we may take steps to verify your identity, such as a password and user ID if there is an account associated with your request, or identifying information such as your address or date of birth, before proceeding with your request. If you are resident in the UK, EEA or Switzerland, we will process any access request you make in accordance with our commitments under the UK Data Protection Act, EU-U.S. Privacy Shield or the Swiss-U.S. Privacy Shield