Executive Assistant

Orion Group Life Sciences are currently recruiting an Executive Assistant on behalf of our Multinational Biopharmaceutical client based in North Dublin on an initial 12-month contract with huge potential to extend.

• Part time – (20 hours per week) 100% onsite
• Ideally looking for 4 hours per day across 5 days

 
Purpose:
 
Deliver combined administration and business project activities at a high level for the Vice President of the Small Molecules Region (SMR) and AND Site Leadership Team to support effective and efficient site operations.
This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
The role will require a level of flexibility, the primary responsibility being to support the SMR VP and secondary providing support to AND site. This role will work in coordination with a partner role in the US.

Responsibilities (including but not limited to):

• Be the key point of contact for those engaging with the SMR Vice President.
• Support the AND Site Lead in managing the day-to-day operations of the site.
• Execute a broad variety of administrative tasks to facilitate the SMR Vice President’s ability to effectively lead the organisation - including scheduling meetings, agenda management, minute taking, action tracking and distribution, collecting and distribution of metrics, designing of complex documents, reports and presentations and composing and preparing correspondence/communications.
• Participate and manage special business projects including working with cross functional teams.
• Support activities related to employee events, communication and recognition channels such as, scheduling, attending, tracking actions, drafting presentations, promotional materials etc.
• Support the organisation of SMR events such as business meetings, off-site training, team building activities and conferences.
• Lead the co-ordination and agenda of important internal and external visitors, including transport, meeting rooms, catering, and restaurant bookings
• Schedule flights, accommodation and car hire for SMR Vice president taking time, cost, and appropriate timelines into consideration.
• Support AND site activities, providing back-up where required for the AND EA.
• SAP SME for PO Processing.
• Management of site stationery including order creation and payments.
• Participate in Cross Functional Teams as required e.g. Site Safety Team.

 
Qualifications:

• Third Level Qualification in business or related discipline (NFQ Level 6)
• Minimum of 5 years experience working in a similar role.
• Expert knowledge of Microsoft office – Excel, PowerPoint, Word.
• Knowledge of SAP for PO processing an advantage
• Knowledge of Time and Attendance & HR systems an advantage.

 
Job/Technical Skills

• Time Management and ability to meet deadlines
• Verbal & Written Communication Skills
• Strong organizational skills and ability to multitask
• Problem Solving and decision making
• Interpersonal skills.
• Demonstrated business acumen and knowledge with excellent interpersonal/communication skills and a flexible, proactive and innovative approach to work.

 
Cognitive/Business Skills

• Duties require good knowledge of Company Policies and Procedures and involve working towards general results to achieve organizational needs.

 
Influence/Leadership

• Regularly must meet deadlines.
• Has access to confidential information.

 
Decision Making/Impact

• On many occasions duties of semi-routine nature requiring independent judgment have to be performed.

 
Supervision Provided

• Expectation of working independently.
• Appropriate management of confidential documentation

 
 


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.