Personal Assistant & Office Manager (Dublin, Ireland)

Alantra is an independent global financial services firm that provides investment banking and asset management services to mid-market companies, families, and investors. The Group has over 500 professionals in Europe, the U.S., Latin America, Asia, and the Middle East.

In Financial Advisory, Alantra has completed over 1,000 transactions in the last five years. Alantra combines a strong local presence in key financial centers with global sector- and product-specialized teams.

In Alternative Asset Management, Alantra offers its clients unique access to a wide range of investment strategies in five highly specialized asset management classes (private equity, active funds, private debt, energy, and venture capital). As of 31 December 2024, assets under management from consolidated and strategic businesses stood at more than €16.5bn.

Job Description:

We are seeking a highly organized, proactive, and versatile Personal Assistant & Office Manager to support our dynamic team in Dublin. This hybrid role combines high-level administrative support to senior directors with comprehensive office management duties, ensuring smooth day-to-day operations and a professional, welcoming workplace

Personal Assistant Duties

• Provide extensive PA support to a team of 4 (Managing Director x2 / Director x2), including full diary and calendar management
• Manage monthly expense submissions via Concur and weekly timesheet processing through SAP
• Deliver high-quality document support including formatting presentations to company/client branding, processing edits efficiently, preparing print-ready documents, and handling printing/binding ahead of meetings
• Coordinate all aspects of business travel arrangements: flights, trains, accommodation, visas, meeting venues, and dining reservations
• Assist with event planning and coordination, including monthly internal social events such as team lunches and drinks
• Maintain and update CRM databases by managing contacts and ensuring data accuracy
• Undertake ad-hoc administrative tasks as needed, such as filing, scanning, photocopying, archiving, and running general errands
• Provide occasional support to the wider Dublin team as required

• Manage all incoming calls to the Dublin mainline and wider team, taking messages and scheduling calls efficiently
• Oversee front-of-house operations, greeting visitors warmly and managing reception duties
• Coordinate catering and refreshments for meetings and events; ensure reception, meeting rooms, and kitchen areas are clean, tidy, and well-stocked at all times
• Maintain marketing materials, newspapers, and industry publications in public areas
• Set up and troubleshoot IT and video conferencing equipment as needed
• Handle all incoming and outgoing mail, couriers, and deliveries
• Manage office supplies inventory and place orders for stationery, refreshments, and other essentials
• Oversee supplier contracts and manage budgets, ensuring cost-effectiveness and high-quality service
• Regularly check and maintain office equipment such as printers, scanners, and photocopiers
• Coordinate office repairs, maintenance, and liaise with building management
• Provide basic IT support for staff before escalating to the IT helpdesk; collaborate with the IT department on equipment management
• Manage office floor plans, desk moves, onboarding and offboarding processes, including health and safety inductions
• Lead office health & safety management: ensure compliance, maintain first aiders and fire marshals, perform regular inspections, and oversee fire safety equipment maintenance
• Complete risk assessments and safety checklists for office and contractors
• Communicate Dublin-wide updates affecting transport or office access, ensuring staff are well-informed of local events impacting the workplace

Requirements:

• Proven experience as a Personal Assistant and Office Manager supporting senior executives
• Exceptional organizational skills with a keen eye for detail
• Strong communication and interpersonal skills, capable of representing the company professionally
• Proficiency with Concur, SAP, Microsoft Office Suite, and CRM systems is preferred
• Ability to multitask and adapt to a fast-paced, evolving environment
• A proactive and solution-oriented mindset with a friendly, approachable demeanour