Community and Office Associate

As the Community and Office Associate, you will play a key support role in the daily operations of our workplace while helping foster a sense of belonging and engagement among our employees. This multifaceted role requires a proactive and personable individual who excels at both administrative tasks and building strong interpersonal relationships. 

You’ll work closely with the local leadership team, local facilities contact, and the People Experience team to ensure the space runs smoothly and is welcoming for all employees and visitors. 

Key Responsibilities: 

● Office Support & Operations: 

○ Support the day-to-day needs of the Dublin office to ensure a clean, organized, safe and welcoming work environment. 

○ Assist with visitor coordination (individuals and onsite groups) including - 

■ Support travel & social booking requirements 

■ Staff access and card requirements. 

■ Coordinating all local requirements for network, meeting room bookings, or any other logistical needs. 

○ Help facilitate the onboarding process for new hires by supporting office access, equipment setup and orientation in coordination with People Business Partners, hiring managers, and local IT support. 

○ Be a go-to resource for existing FBG Employees to ensure the team has ongoing in-office support to resolve any issues impacting their work experience in the Dublin office. ○ Assist with desk assignments for new hires, visitors, and internal moves, ensuring seating plans are up to date and communicated. 

○ Help manage the ordering and accompanying admin for Dublin office supplies including work related (stationery, printing materials, IT accessories, health & safety supplies etc.) and perishable goods (weekly kitchen supplies, staff meals, snacks etc.). 

○ Provide support to the Leeds, UK office (and other international locations as needed) with the purchase and coordination of office supplies and snacks, as well as general 

administrative support, in coordination with the local team. 

○ Coordinate with local IT support to ensure company All Hands meetings are set up and executed smoothly, including AV set up and room readiness. 

○ Manage office health and safety procedures, including fire drills, emergency equipment upkeep, and compliance with local safety standards. 

● Facilities Coordination:

○ Act as a point of contact for external vendors including cleaning providers, building support, and JLL, escalating any issues or requests as needed. 

○ Support the coordination of maintenance and repairs within the 5th floor office demise, including AC, plumbing, electrical, and fire safety systems. 

○ Assist in ensuring the office meets health and safety requirements. 

○ Help maintain security protocols and liaise with the FHI security team or property management when necessary. 

○ Support the submission and tracking of office expenses and budgeting needs in collaboration with the Community Manager. 

● Community Engagement & Culture: 

○ Assist FBG and FHI stakeholders in planning and supporting employee engagement activities, such as wellbeing initiatives, social events, staff competitions, industry specific events (start of NFL/NBA season, Superbowl etc.) and ESG programming. 

○ Help coordinate logistics for seasonal events, team outings, and recognition efforts (Christmas, Halloween, Easter) 

○ In collaboration with the Communications and People Experience team, play a lead role in delivering regular Slack & email comms to the Ireland team via the #eu-dublin channel including weekly updates and ad hoc notifications regarding office based issues, activities or other key updates. 

○ Act as a point of contact for ongoing employee inquiries, feedback, and concerns, providing timely and empathetic support as needed in coordination with the Community Manager. 

○ Coordinate logistics for company-wide events, including but not limited to, US and local town halls, off-site retreats, and volunteer activities. 

Requirements: 

● Proven experience over 5+ years in office management, administration, or a related field. ● Excellent interpersonal skills showing an ability to work collaboratively, influence and build effective work relationships within all levels within the organization, to foster a sense of community. 

● Strong organizational abilities with the flexibility to prioritize tasks and manage competing demands. 

● Collaborative and adaptable to changing team and business needs. 

● Good written and verbal communication skills, including the ability to convey information clearly and concisely. 

● Proficiency in G Suite and other relevant software applications. 

● A proactive and resourceful mindset with a willingness to take initiative and problem-solve independently. 

● Bachelor's degree or equivalent experience preferred.