Senior Administrative Coordinator
Dublin
Full-Time
Who we are
Silent-Aire, a Johnson Controls company, is a leading global provider of custom-designed and manufactured modular data centre solutions, HVAC systems, and mission-critical infrastructure for some of the world's largest technology organizations. Driven by innovation, operational excellence, and customer focus, Silent-Aire delivers high-performance solutions that support critical environments across North America and internationally.
We are seeking an experienced, highly organized, and proactive Senior Administrative Coordinator to provide comprehensive support to our Senior Leadership Team (SLT). This individual will serve as a trusted partner to the SLT, ensuring efficient management of executive priorities while maintaining the highest standards of professionalism, confidentiality, and operational effectiveness.
What you will do
The Senior Administrative Coordinator serves as the primary administrative and support resource for the SLT. The role requires exceptional organizational skills, business judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
The successful candidate will act as a key liaison between the SLT and internal and external stakeholders, facilitating communication, coordinating schedules, processing expenses, arranging travel, preparing executive materials, and ensuring the smooth execution of executive office activities. This position requires a highly adaptable individual who can anticipate needs, solve problems independently, and represent the SLT and Silent-Aire with professionalism and discretion.
How you will do it
- Manage the SLT's travel co-ordination to include both arranging travel and processing expenses.
- Facilitate guests of the SLT and ensure that they are looked after during their visits to the company.
- Organize and prepare meeting agendas, briefing documents, presentations, and supporting materials for the SLT.
- Attend meetings as required, record key actions, and ensure timely follow-up on commitments and deliverables.
- Monitor incoming communications and prioritize correspondence requiring executive attention.
- Serve as the primary point of contact between the SLT and key stakeholders, including executive leadership, employees, customers, partners, and board members.
- Build and maintain effective relationships across all levels of the organization.
- Facilitate communication between departments to ensure follow-through on executive initiatives.
- Plan and coordinate domestic and international travel arrangements. Prepare detailed itineraries and travel packs. Manage travel-related logistics, accommodations, transportation, and expense reporting. Address travel disruptions and last-minute changes effectively.
- Handle highly confidential and sensitive information with absolute discretion.
What we look for
- Third level qualification in Business Administration, Communications or a related field preferred.
- Minimum 5 years of experience supporting senior management, preferably a senior leadership team.
- Demonstrated experience managing travel arrangements and associated expenses.
- Experience with business expense and travel platforms essential. Specific experience using either Concur or CWT desirable.
- Experience and working knowledge of Workday.
- Ability to track and follow up key initiatives and dates for the SLT.
- Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, Teams, and Excel.
- Ability to manage multiple deadlines simultaneously with accuracy.
- Strong interpersonal skills with the ability to engage effectively at all organizational levels.
- High degree of integrity, discretion, and professionalism. Ability to manage sensitive information with absolute confidentiality.
- Comfortable operating in a fast-paced, changing environment. Flexible and able to respond effectively to evolving business needs.
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