Senior Administrator
(Finance & Operations)
LOCATION: Dublin, Ireland (Required)
We are seeking a highly organised and proactive Senior Administrator to support day-to-day operations across our finance and administrative functions. This role is central to keeping core processes running smoothly, spanning scheduling and travel coordination, document control and record management, purchasing and procurement administration, and office coordination.
Reporting to the CFO, you will work closely with Finance and internal stakeholders to ensure administrative workflows are efficient, well-documented, and consistently executed. You will also partner with our US-based admin colleague as required to support process alignment and effective handovers across sites.
Main Duties and Responsibilities
-
Scheduling and booking (meetings, ad hoc travel, visitors), including agenda coordination and follow-ups.
-
Managing inbound queries: responding, triaging, and directing requests to the right owners.
-
Preparing meeting minutes and notes; tracking actions and supporting follow-through where required.
-
Data and document management (digital filing/records), including contracts, NDAs, policies, and insurance documentation.
-
Office coordination and readiness: supplies and vendors (e.g., printers/copiers, coffee/water, stationery, basic marketing materials), meeting rooms, visitor greeting, access/badges, couriers/post.
-
Onboarding/offboarding administration: coordinating routines and checklists, laptop/desk setup, access requests with IT/MSP, and equipment returns.
-
Procurement administration: supporting non-technical quotes, approvals, PO requests/creation support, and goods-receipt follow-up.
-
Maintaining administrative databases and trackers (subscriptions, key contacts, documentation registers).
-
Creating spreadsheets, presentations, and simple reports as needed (trackers, dashboards, status updates).
-
Insurance administration: supporting annual renewals, evidence collection, and maintaining insurance records.
-
Facilities and lease administration support: maintaining lease/renewal documentation, key dates, and supplier contacts (as applicable).
-
Liaising with Finance and other departments as agreed to support smooth operations and process adherence.
-
General administrative support and ad hoc projects as required.
Experience and Qualifications
-
Minimum 3 years of relevant administrative experience in a fast-paced environment.
-
Strong organisational skills with the ability to prioritise effectively and manage multiple workstreams.
-
Excellent written and verbal communication skills; confident liaising with internal and external stakeholders.
-
Advanced proficiency in Google Workspace (Docs, Sheets, Slides, Calendar); comfortable creating trackers and simple reports.
-
High attention to detail and strong document control habits (filing, naming conventions, permissions, versioning).
-
Demonstrated discretion and ability to handle confidential and sensitive information appropriately.
-
Strong ownership mindset: proactive, reliable, and comfortable working with minimal supervision.
-
Useful finance literacy: understanding of basic accounting concepts (e.g., reading a P&L, accruals, prepayments) and PO/invoice workflows.
Why Join Equal1
At Equal1, you’ll be at the forefront of quantum computing innovation—working alongside world-class scientists and engineers to shape the future of this transformative technology. Your work will have real impact, contributing to groundbreaking research and the advancement of unified quantum-classical computing. You’ll thrive in a fast-paced, collaborative startup environment that values curiosity, creativity, and continuous learning. With opportunities to engage in cutting-edge projects, partner globally across academia and industry, and grow both personally and professionally, Equal1 offers a uniquely rewarding place to do meaningful, world-changing work.