Office Manager & PA

Office Manager & PA

Overview:

VIOTAS is currently looking for a highly organised, proactive, and professional PA & Office Manager to support our leadership team and oversee office operations across multiple VIOTAS locations. This role combines executive administrative support with responsibility for ensuring that VIOTAS offices run smoothly, efficiently, and consistently. 

As our operations continue to grow globally, this position plays a key role in maintaining high standards across our offices in Ireland, Poland, Australia, and the US, while also ensuring day-to-day excellence in our Limerick headquarters. 

About VIOTAS:

VIOTAS is a market leader in smart grid technology and demand response services. Headquartered in Limerick with global offices in Melbourne, Krakow, and Texas (U.S.), VIOTAS enables commercial and industrial clients to actively participate in electricity markets, generating revenue while supporting renewable energy integration and grid stability.

Recognised internationally for innovation and growth, VIOTAS plays a critical role in building a sustainable energy future and was named Ireland’s fastest-growing technology company at the Deloitte Fast 50 Awards in 2019.

Key Responsibilities

• Based in our HQ in Limerick, with the role of managing the Limerick office, but also responsibilities for overseeing the day-to-day operations of VIOTAS offices globally, including Ireland, Poland, Australia, and Texas.
• Lead regional offices in providing functional support and coordination to the office managers to ensure consistency in standards and processes.
• Manage facilities, access control, maintenance, property management contacts, office supplies, equipment purchasing, vendors, and health & safety compliance. 
• Improve and maintain online filing systems and administrative processes across the organisation.
• Provide high-level PA support to senior leadership including diary management, travel arrangements, meeting coordination, and preparation of agendas, briefings, and minutes.
• Support senior management with a variety of administrative tasks and confidential correspondence.
• Fleet management for the company vehicles.
• Global insurance procurement.
• Organise internal and external meetings, events, workshops, and company activities.
• Manage internal and external communication on behalf of executive management where appropriate.
• Assist with onboarding of new employees, including preparation of induction packs, desk setup, equipment and peripheral coordination, and office access.
• Coordinate office logistics such as visitor management, meeting room preparation, and facilities readiness.
• Support People & Culture initiatives including staff events, engagement activities, and training coordination.
• Collaborate with cross-functional teams to ensure continuous administrative support and smooth business operations.
• Support company marketing or communications initiatives as needed (events, materials, logistics).
• Sustainability officer duties and liaising with external provider
• Perform ad-hoc administrative duties as required to support leadership and business operations.

Essential Requirements

• Previous experience as an Executive Assistant or PA to C-Suite or Executive Level.
• Previous experience maintaining and running an office.
• Excellent organisation and multi-tasking ability.
• Ability to stay calm and focused in a fast-paced environment, confidently prioritising tasks to achieve the best outcomes. 
• Self-motivated, collaborative and able to work autonomously.
• Ability to deal with multi-functional teams, work cross-collaboratively.
• Highly organised with first-rate interpersonal and communication skills.
• Clear concise written and verbal communication skills.
• High level of proficiency in Microsoft suite: Word, Excel, PowerPoint and PowerPoint.

Desirable

• Previous experience with SharePoint.
• Interest in energy or sustainability.

Job Type:  Full-Time, Permanent.

Location: Castletroy, Limerick.

Salary: Competitive based on qualifications, experience, and skills. 

Benefits:

• Healthcare
• Pension
• Self-Directed Training Budget of €3,000 per year plus 10 days training leave
• Annual performance-based bonus.
• 25 days annual leave.
• Death-In-Service benefit.
• Dedicated People & Culture club

Working at VIOTAS:

VIOTAS fosters innovation, empowers autonomy, and cultivates an inclusive, flexible work culture. Our diverse, skilled team is dedicated to excellence and passionate about shaping a sustainable, low-carbon future.

Recognised among Ireland’s Best Workplaces and Best Workplaces in Tech in 2023, VIOTAS prioritises continuous training, professional development, and employee well-being.

VIOTAS is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Interested in being a part of a team shaping the future of sustainable energy? Apply today and join us in shaping the future of energy technology and sustainable solutions.