Office Manager & Personal Assistant to the CEO

Description

The Office Manager & Personal Assistant to the CEO takes ownership of SNUC's workplaces in Bangor, Northern Ireland and Dunleer, Ireland, and serves as a trusted right hand to the CEO. The role proactively anticipates needs, resolves issues, manages resources responsibly, and identifies opportunities for continuous improvement across both sites.

Success means creating environments where employees at both locations have what they need to be productive, visitors feel welcomed, and the CEO's time, schedule, and priorities are managed so they can focus on leading the business. Leadership can trust that day-to-day operations of both offices, and the CEO's administrative and personal-assistant needs, are being handled effectively, discreetly, and independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Office and Workplace Management (Bangor and Dunleer)

• •Take ownership of the day-to-day operations of the Bangor office and provide administrative and facilities support to the Dunleer site, approaching workplace management with a business-owner mindset to ensure efficient, organised, professional, and welcoming environments at both locations.
• •Proactively anticipate workplace needs, identify and resolve issues, and implement improvements without waiting for direction, serving as the primary point of contact for office-related matters across the Bangor and Dunleer locations.
• •Maintain the overall appearance, organisation, and functionality of each workplace, including common areas, meeting rooms, kitchens, and shared spaces.
• •Manage office supplies, refreshments, equipment, and other workplace essentials for both sites, maintaining appropriate inventory levels and making cost-conscious purchasing decisions.
• •Establish and manage relationships with landlords, vendors, contractors, utilities, and service providers in both jurisdictions, coordinating maintenance, repairs, cleaning services, and other facility needs while ensuring timely and satisfactory service.
• •Oversee office-related purchasing, vendor quotes, invoices, subscriptions, and expenses in both GBP and EUR, partnering with Finance to ensure correct cost allocation by entity and site, and identifying opportunities to manage costs and improve operational efficiency.
• •Coordinate office access, keys, alarm codes, and visitor procedures at both sites in partnership with the appropriate internal teams.
• •Serve as a welcoming and professional point of contact for employees, customers, candidates, vendors, and visitors, including answering the main phone line, creating a positive experience that reflects SNUC's values.
• •Manage incoming and outgoing mail, packages, deliveries, and courier services, including cross-border shipments between Bangor and Dunleer, ensuring accurate and timely handling.
• •Support employee onboarding by preparing workspaces, coordinating office access, arranging supplies, and partnering with HR, IT, and other departments to ensure new team members at either site are set up for success.
• •Organise and support company meetings, leadership visits, customer visits, team socials, and special events, managing logistics, scheduling, catering, and other arrangements from planning through execution.
• •Assist with travel arrangements, accommodation, transport, and other logistics for visiting employees and business partners, including colleagues travelling from the US.
• •Collaborate with HR, Finance, IT, Operations, and other departments, including teams in the US, to support workplace initiatives and address operational needs across time zones.
• •Develop and maintain office procedures and processes that work consistently across both sites, identifying opportunities to improve consistency, efficiency, and the overall workplace experience.
• •Coordinate health, safety, fire safety, and emergency preparedness activities at both sites in partnership with appropriate stakeholders, including maintaining first-aid provisions, fire-warden arrangements, and records in line with Bangor and Dunleer health and safety requirements.
• •Perform other related duties as assigned to support the overall needs of the business.

Personal Assistant to the CEO

• •Proactively manage the CEO’s calendar across multiple time zones, prioritising meetings, resolving conflicts and ensuring time is focused on key business priorities.
• •Coordinate all domestic and international travel, including flights, accommodation, transport and itineraries, ensuring arrangements are efficient, cost-effective and well organised.
• •Manage business expenses, company credit card reconciliation and associated administration accurately and on time.
• •Handle confidential business and personal information with complete discretion and professionalism.
• •Anticipate requirements, track commitments and follow up on outstanding actions, ensuring nothing falls through the cracks.
• •Act as a trusted point of contact between the CEO and internal and external stakeholders, maintaining clear communication and timely follow-through.
• •Continuously identify opportunities to simplify administrative processes, leverage AI and automation, and improve efficiency, allowing the CEO to focus on leading and growing the business.

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCE:

• •Minimum of three (3) years of experience in office administration, office management, executive or personal assistance, or a similar role, including direct support to a senior executive.
• •Demonstrated ability to independently manage day-to-day office operations, anticipate needs, take initiative, and follow through on responsibilities with minimal supervision.
• •Proven experience managing a senior executive's calendar, travel, correspondence, and expenses, ideally across multiple time zones.
• •Strong organisational and time-management skills, with the ability to prioritise competing demands across two sites and the CEO, manage multiple projects, and maintain exceptional attention to detail.
• •Resourceful, proactive, and solutions-oriented, with sound judgment and the ability to identify problems, make decisions, and implement effective solutions.
• •Excellent written and verbal communication skills, with a professional, approachable, and customer-service-oriented manner.
• •Strong interpersonal skills and the ability to build effective working relationships with employees, leadership, vendors, and external business partners in the UK, Ireland, and the US.
• •Experience coordinating vendors, managing office supplies and purchasing, organising events, and supporting general office operations.
• •Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
• •Exceptional discretion and the ability to handle highly confidential and sensitive business and personal information with professionalism and integrity.
• •Adaptability and willingness to take on a variety of responsibilities in a fast-paced, evolving business environment.
• •Full, clean driving licence.
• •Right to work in the UK.

SUPERVISORY RESPONSIBILITIES:

No

TRAVEL:

Up to 20%, primarily regular visits to the Dunleer site, with occasional travel to support the CEO, company events, or leadership meetings.

WORKING CONDITIONS/PHYSICAL DEMANDS:

• •Work Environment:
• •This role requires regular on-site presence in a standard professional office environment, based in Bangor with scheduled time at the Dunleer site. The noise level is typically moderate. Occasional flexibility outside normal hours may be needed to support the CEO across time zones or to run events.

• •Physical Requirements:
• •Frequent mobility and navigation throughout the facility.
• •Periods of remaining stationary at a workspace to operate a computer and standard office equipment.
• •Moving, lifting, or transporting packages and office materials weighing up to 20 pounds.
• •Positioning oneself (e.g., reaching, bending) to access low or high storage areas, office supplies, and equipment.
• •Visual and auditory acuity necessary to operate of