Job Description

At Ayvens, progress starts with you.

Our ambitions to shape the future of sustainable mobility are powered by our talent. Join us, and get better with every move.

The HR Specialist is responsible for providing support with recruitment, onboarding/offboarding, managing requests through HR inbox, processing all leave types, while fully utilizing our HR Tool - Workday.

This role is offered on a 6-month Fixed Term basis.

In addition, provide payroll cover when required:

This involves coordinating the accurate and timely processing of payroll and the administration of employee benefits, ensuring full compliance with statutory requirements, PAYE modernization, employment legislation, pension administration, benefit deductions, reporting obligations and internal controls while delivering a high-quality employee experience in a regulated insurance environment.

The Executive Assistant support is about providing high-level administrative support to the Finance Director, with a primary focus on managing a complex and dynamic diary.

This role will report to the HR Business Partner.

HR Responsibilities

• Manage requests coming into HR Inbox
• Support with Recruitment
• Provide support around onboarding and offboarding (issuing contracts, processing background checks, reference checks, pre-employment documentation, Interview notes)
• Maintain and update our HR information system (WorkDay), ensuring all employee records are accurate, current, and compliant with company standards.
• Provide comprehensive administrative support to the HR BP and assisting with various HR Projects.

Payroll Cover: [when required]

• Process monthly payroll accurately and on time (including salary, bonus, salary sacrifice arrangements)
• Ensure compliance with statutory requirements (tax, PRSI, auto-enrolment, private pension, and reporting obligations)
• Maintain payroll records and employee data in HR/payroll systems
• Liaise with payroll providers: Review and approve payroll outputs before submission
• Administration of Benefits (e.g. pension, health insurance, life assurance, income protection); managing onboarding/offboarding of same
• Ensure all payroll activities are completed within established deadlines
• Handle payroll queries from employees in a timely and professional manner

Executive Assistant Responsibilities

Diary & Schedule Management

• Proactively manage the Finance Director’s diary, including scheduling, rescheduling, and prioritising meetings
• Coordinate internal and external meetings across multiple stakeholders and time zones where required
• Ensure sufficient preparation time is built into the schedule
• Anticipate conflicts and resolve diary clashes efficiently

Knowledge & Skills

• 3–5 years’ HR and Payroll experience
• Strong knowledge of payroll processes and statutory requirements
• Experience in a regulated environment (insurance or financial services preferred)
• Must have experience of Workday
• High attention to detail and accuracy
• Strong data handling and Excel skills
• Strong diary management experience in a fast-paced corporate environment
• Excellent organisational and time management skills

AYVENS Insurance is an equal opportunities employer.

Why Ayvens?

With over 3.1 million vehicles managed across more than 40 countries, we provide full-service leasing, flexible subscription services, fleet management services and multi-mobility solutions to customers of all sizes, including large corporates, SMEs, professionals, and private individuals. By leveraging our unique position to lead the way to net zero and further shape the digital transformation of the industry, we are well-positioned to meet the evolving mobility needs of our clients and provide them with the solutions they need to thrive.

At Ayvens, we believe that our success is driven by our commitment to customer satisfaction. Our team is dedicated to delivering innovative solutions and technology-enabled services that help our customers focus on their everyday business. We’re committed to sustainable mobility and have made it a core part of our strategy. In everything we do, we’re guided by the principles of authenticity, curiosity, commitment and collaboration. We aim to foster an organisation that's diverse in people and ideas, where everyone can thrive and be themselves, no matter who they are.

Join us on this exciting journey as we continue to enable the transformation towards large scale adoption of sustainable mobility and provide our customers with the solutions they need to succeed. Follow our page for the latest updates, news, and insights.