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 1000 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:

About the Role

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

Key Responsibilities

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

Office Manager Duties

• 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