Administrative Assistant

Title: Administrative assistant

Location: Dublin, Ireland

Reporting to: Director of Wealth Management

Contract Type: Full- time, Permanent

We are seeking an Administrative Assistant to provide administrative, reconciliation, and operational support, with a primary focus on a high‑volume and complex client engagement, alongside broader administrative duties across the business as required.

The role will suit someone highly organised and detail‑oriented, with strong Excel skills and the ability to manage multiple deadlines. The successful candidate will support financial administration, client onboarding, payment processes, and the effective follow‑up of queries while working within a regulated and confidential environment.

Key Responsibilities

Dedicated Client & Case Support (Primary Focus)

• Provide day‑to‑day administrative support on a significant and complex client matter, ensuring accurate record‑keeping and documentation management.
• Assist with financial reconciliations, ensuring consistency across records, statements, and supporting documentation.
• Support payment processing and tracking, maintaining clear and accurate audit trails.
• Maintain and update trackers to monitor progress, deadlines, and outstanding actions.
• Proactively follow up on queries with internal teams and third parties to ensure timely completion of tasks.

Client Onboarding & Documentation

• Support client onboarding activity, ensuring relevant documentation is received, checked for completeness, and recorded in line with internal policies and regulatory requirements.
• Maintain high standards of confidentiality and data protection at all times.

General Administrative Support (Secondary Duties)

• Provide wider administrative support across the business as required, including document preparation and general coordination.
• Manage correspondence by email and phone, responding to queries or directing them appropriately.
• Assist with scheduling meetings, maintaining calendars, and coordinating internal and external communications when needed.
• Ensure adherence to internal policies, procedures, and controls, incorporating updates or changes into daily processes.

Skills & Competencies

• Strong attention to detail and accuracy, particularly when handling financial data.
• Excellent time management and organisational skills, with the ability to balance competing priorities.
• Strong Excel skills, including maintaining spreadsheets, trackers, and basic formulas.
• Clear and professional written and verbal communication skills, with confidence following up on outstanding matters.
• Good numeracy skills and an understanding of payment and reconciliation processes.
• Ability to work independently, demonstrate initiative, and resolve queries effectively.
• Collaborative team player, flexible and adaptable to changing workloads.

Requirements

• Minimum of 2 years’ experience in an administrative role, ideally within financial services, legal, professional services, or another regulated environment.
• Experience supporting reconciliations, financial administration, or payment processes is highly desirable.
• Strong working knowledge of Microsoft Excel, Outlook, Word, and PowerPoint.
• Experience supporting client onboarding or document‑heavy processes would be an advantage.