Senior Administrator (Global AI start up)

Senior Administrator

Location: Remote / Hybrid – Ireland
Employment Type: Permanent, Full-Time
Salary: €50,000–€60,000 DOE

About the Role

Our client is an ambitious and rapidly developing organisation operating within an innovative, technology-led environment. With a growing international presence and ambitious plans for continued expansion, the business is seeking an experienced Senior Administrator to provide high-level administrative, operational and project support to its senior leadership team.

This is a broad and highly trusted position requiring someone who is exceptionally organised, commercially aware and comfortable working independently in a fast-moving environment.

The successful candidate will play an important role in bringing structure, coordination and consistency to the organisation as it continues to scale. Responsibilities will span executive administration, tender and proposal coordination, CRM management, project support, documentation, travel, meetings and stakeholder communications.

This position would particularly suit an experienced Senior Administrator, Executive Assistant, Business Support Executive or Operations Administrator who enjoys taking ownership and anticipating what needs to happen next.

Key Responsibilities

Executive & Senior Leadership Support

• Provide high-level administrative and organisational support to senior leadership.
• Coordinate diaries, meetings, appointments and competing priorities across multiple time zones.
• Prepare meeting agendas, presentations, briefing documents and supporting materials.
• Record actions and decisions arising from meetings and proactively monitor agreed follow-up activities.
• Coordinate domestic and international travel arrangements, accommodation and itineraries.
• Support senior leaders with correspondence, documentation and general business administration.
• Act as a trusted and professional point of contact for internal and external stakeholders.

Tender & Proposal Coordination

• Coordinate the administrative process for tenders, proposals, submissions and other commercial opportunities.
• Monitor relevant deadlines and ensure all required documentation is collated and submitted within agreed timelines.
• Maintain tender documentation, templates, supporting information and submission records.
• Liaise with internal stakeholders to obtain technical, commercial and operational information required for submissions.
• Support the preparation, formatting, proofreading and presentation of tender and proposal documentation.
• Maintain a central schedule of active and upcoming tender opportunities.
• Ensure completed submissions and supporting materials are appropriately recorded and accessible for future use.

CRM & Business Systems Management

• Take responsibility for the accurate administration and ongoing maintenance of the company CRM.
• Maintain high-quality records relating to clients, prospects, stakeholders, opportunities and business activity.
• Support the development of consistent CRM processes and standards across the organisation.
• Monitor data quality and ensure information is accurate, complete and current.
• Produce reports and management information from the CRM when required.
• Support senior management in tracking commercial opportunities, stakeholder engagement and follow-up actions.

Project & Operational Coordination

• Provide administrative coordination across multiple business projects and initiatives.
• Maintain project trackers, action logs, timelines and key documentation.
• Follow up with stakeholders to ensure agreed actions and deliverables remain on schedule.
• Assist with coordinating internal resources and external partners.
• Identify administrative bottlenecks and recommend practical improvements to systems and processes.
• Help introduce greater structure and consistency as the organisation continues to grow.
• Support the implementation and administration of new business systems and processes.

Documentation & Information Management

• Develop and maintain organised electronic filing and document-management systems.
• Prepare professional reports, presentations, correspondence and business documents.
• Maintain appropriate version control across key documentation.
• Ensure sensitive and confidential information is managed appropriately.
• Create templates, trackers and administrative processes that improve efficiency and consistency.
• Maintain accurate records and ensure important business information can be readily accessed when required.

Stakeholder & Meeting Coordination

• Coordinate meetings involving internal teams, clients, partners and other external stakeholders.
• Prepare documentation and background information in advance of meetings.
• Manage follow-up actions and ensure commitments are appropriately tracked.
• Communicate professionally with stakeholders across Ireland and international markets.
• Support the coordination of visitors, workshops, presentations and business events where required.

Skills & Experience

The successful candidate will ideally have:

• Significant experience in a senior administration, executive support, business support or similar position.
• Demonstrable experience supporting senior executives or leadership teams.
• Excellent organisational and time-management skills with the ability to manage multiple competing priorities.
• Strong experience coordinating meetings, diaries, travel and business documentation.
• Experience working with CRM or other business-management systems.
• Strong Microsoft Office skills, particularly Word, Excel, PowerPoint and Outlook.
• Excellent written communication and document-preparation skills.
• Strong attention to detail and a high level of accuracy.
• Confidence dealing professionally with senior internal and external stakeholders.
• The ability to work independently and use sound judgement.
• Experience supporting tenders, proposals, bids or commercial submissions would be highly advantageous.
• Experience within a technology, professional services, engineering, energy or high-growth environment would be beneficial but is not essential.

The Person

We are seeking someone who is naturally organised, proactive and comfortable taking ownership.

You will be the type of person who does not simply wait for instructions but identifies what needs to be done, follows through on actions and helps ensure the wider team remains organised and focused.

You should be:

• Highly organised and methodical.
• Proactive and solutions focused.
• Comfortable working with autonomy.
• Able to anticipate requirements and plan ahead.
• Confident working with senior stakeholders.
• Adaptable and comfortable with changing priorities.
• Commercially aware and interested in understanding the wider business.
• Discreet and trustworthy when handling confidential information.
• Comfortable operating in an entrepreneurial and evolving environment.
• Interested in improving processes rather than simply maintaining existing ways of working.

Why This Opportunity?

This is an opportunity to join an ambitious organisation at an important stage of its development.

The Senior Administrator will have genuine scope to shape administrative systems, processes and ways of working rather than stepping into a narrowly defined support position.

As the organisation continues to expand internationally, the role also offers the opportunity to gain exposure to an innovative and evolving sector while working closely with senior decision-makers.

For an experienced administrator who enjoys responsibility, variety and being at the centre of a growing business, this represents an excellent long-term opportunity.

Clark and our client are equal opportunities employers. When applying for this position please indicate if any reasonable accommodations will be required for interview.
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