ABOUT THE ROLE
The Office Manager keeps DII running. The role is the first point of contact for the organisation, owns day-to-day bookkeeping and payment processing, manages the CEO’s calendar and the team’s coordination rhythm, and acts as gatekeeper for all non-standard spend. It is a role of trust and discretion at the operational centre of a small, fast-moving organisation.
KEY RESPONSIBILITIES
Front door. Act as first point of contact for general enquiries into DII by email, phone and web — triaging, responding or routing, and ensuring nothing goes unanswered.
Bookkeeping. Manage day-to-day bookkeeping: raise and process invoices, process partner payments and receipts into DII, manage supplier payments and expense claims, follow up credit control, and reconcile monthly with DII’s accountancy partner.
Budget gatekeeping. Serve as gatekeeper for all non-standard spend requests — checking against budget and approval limits, challenging where appropriate, and escalating to the CEO as required.
CEO calendar. Own the CEO’s diary, coordinating availability across the team, Board, Executive Council and external stakeholders, protecting focus time and resolving competing priorities.
Travel. Manage all CEO travel and international travel for the wider team — bookings, itineraries, visas and documentation, and expense reconciliation, all within policy.
Meeting rhythm. Coordinate team meetings end to end: scheduling, agendas, papers, minutes, and circulation of actions — with follow-up to closure.
Governance support. Provide secretariat support for Board and Working Committee meetings — logistics, papers, minutes and action tracking — supporting the CEO and Company Secretary.
Business administration. Maintain supplier contracts and renewals, insurance, IT and SaaS subscriptions, records management and GDPR-compliant filing.
Team support. Support colleagues with partner and event administration, including accurate data entry and record maintenance in GlueUp.
SUCCESS MEASURES
Response times to general enquiries, with no enquiry left unanswered
Accuracy and timeliness of bookkeeping, and a clean monthly close with the accountancy partner
Debtor days and accuracy of payment runs
Spend held within approval limits, with non-standard requests properly challenged and escalated
Integrity of the CEO’s diary and disruption-free travel
Minutes and actions circulated within agreed timeframes, and action closure rates
Contracts, insurance and subscriptions renewed on time and on budget
EXPERIENCE AND CAPABILITIES
Proven experience as an office manager, business manager or senior administrator in a small organisation where the role spans finance, operations and executive support
Practical bookkeeping experience and confidence with an accounting package such as Xero, QuickBooks or Sage
Experience supporting a chief executive or equivalent, including complex diary and travel management
Sound judgement and the confidence to challenge spend and escalate appropriately
Absolute discretion with confidential financial, commercial and Board information
Highly organised, proactive and comfortable owning outcomes without close supervision
Strong Microsoft 365 skills; experience with a CRM or membership platform such as GlueUp is an advantage
Experience in a membership body, trade association or not-for-profit is an advantage
ABOUT DIGITAL INFRASTRUCTURE IRELAND
Digital Infrastructure Ireland (DII) is the collective voice of Ireland’s digital infrastructure ecosystem — a partner-led company limited by guarantee representing organisations across every stage of the digital infrastructure lifecycle. Our 2026–2028 strategy, Partnership for Progress, sets out how we will help Ireland reclaim its position as a premier destination for global digital infrastructure investment, and champion the Irish ecosystem as a trusted partner for designing, building and supplying the infrastructure that powers Europe and beyond.
This is a pivotal role at the operational heart of DII, working directly alongside the CEO.
HOW TO APPLY
To apply, or for a confidential conversation, contact info@digitalinfrastructure.ie.