Overview

EA & Business Support Manager Jobs in Dublin, County Dublin, Ireland at Catalyst Media

Title: EA & Business Support Manager

Company: Catalyst Media

Location: Dublin, County Dublin, Ireland

Full Time position – Dublin based office

This role sits at the centre of the business, providing executive support to the CEO, alongside ownership of key operational functions including HR, AI automation,  and office management. 

Responsibilities Executive Assistant

  • Manage the CEO's diary, scheduling meetings and calls
  • Manage correspondence via letter & email
  • Maintain and track the CEO's task list with follow-up on outstanding actions
  • Attend weekly meetings to capture actions and follow-ups
  • Handle ad hoc queries and tasks for the CEO 
  • Manage the CEO address book and support the wider team with knowledge on invitations/contacts for events 
  • Support the wider leadership team to manage events, ongoing projects and brand relationships where CEO involvement is required

Financial Administration support 

  • Manage and reconcile credit card transactions across multiple company entities via Pleo system
  • Chase missing receipts and invoices and upload to the credit card portal (pleo)
  • Set up and manage accounts across events on  financial apps and software (i.e. stripe, cvent, sum-up)
  • Test event registration  forms and ensure payment links are correctly configured for processing & invoicing information is correct. 
  • Support ad hoc financial reporting and data entry 
  • Order & Issue gift cards when required
  • Provide cover for the finance function during periods of leave or absence – make payments, chase debtors, raise invoices 

HR

  • Draft and issue employment contracts and NDAs for permanent staff, contractors, and interns
  • Manage the full onboarding and offboarding process across all staff types
  • Maintain HR records, including annual leave and sick leave tracking
  • Oversee the Company Handbook and HR policy updates
  • Act as the primary liaison with external HR consultants for troubleshooting and queries
  • Execute platform setup for new starters across G Suite, Slack, and Nuacom
  • Manage the annual leave calendar, monitor leave requests, and resolve allocation queries

Office Management

  • Serve as the primary point of contact for company workspace access, user permissions, and basic hardware or software issues
  • Act as the main liaison with our external IT support team
  • Manage procurement and maintenance of IT equipment
  • Oversee day-to-day office operations, including facilities, maintenance, and cleaning
  • Manage office supplies, incoming and outgoing post

Event Coordination & Support

  • Maintain event invite databases and contact lists for the CEO’s guests 
  • Oversee the collection of honoree assets, including bios and headshots, and hand over to the Marketing and Events teams
  • Support on honouree arrangements as needed (accommodation/transport/special requests/gifts) 
  • Propose and manage staff or in-house annual events – eg. Christmas Party

AI & Process Innovation

  • Review existing company processes and systems to identify inefficiencies and opportunities for improvement – consulting with various departments to get an understanding of pain points within day-to-day admin areas
  • Research and evaluate AI tools relevant to the company's operational needs
  • Propose and implement process improvements with a focus on automation and reducing manual workload & admin 
  • Support team adoption of new tools, including documentation and training where needed
  • Work with the Managing Director to prioritise and deliver operational change initiatives

Experience:

  • Experience managing or dealing with high level stakeholders and diary management at CEO level. 
  • Xero, Pleo, Stripe, Sum up, G Suite, Slack,  Nuacom, Hubspot, Greenvelope, Cvent

Nice to have

  • While we provide training on our internal workflows, it is highly advantageous and helpful to have hands-on experience with the following software platforms:
  • Financial & Payment Ecosystems: Xero, Pleo, Stripe, SumUp
  • Workspace Productivity: G Suite / Google Workspace (Drive, Docs, Sheets, Admin Console), Slack
  • Other: Nuacom, HubSpot, Greenvelope

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