Personal Assistant to the Director
TR/080134
Posted: 04/12/2025
- Competitive Salary
- Ireland, County Cork, Cork
- Contract
Orion Group Life Sciences are currently recruiting PA/Executive Assistant on behalf of our Multinational Biopharmaceutical client based in Cork (Hybrid) on an initial 12-month contract with huge potential to extend.
Summary:
Responsible for all administrative functions related to the office of the Director – External Manufacturing Small Molecule – incl. but not limited to calendar management, scheduling travel, managing correspondence, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, filing, minute taking and handling teleconference setups, payments and account reconciliations.
Responsibilities:
Requirements:
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
Summary:
Responsible for all administrative functions related to the office of the Director – External Manufacturing Small Molecule – incl. but not limited to calendar management, scheduling travel, managing correspondence, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, filing, minute taking and handling teleconference setups, payments and account reconciliations.
Responsibilities:
- Provide strategic administrative support to the Director to support optimal use of executive time, resources and effective achievement of the Director's goals and responsibilities
- Manage projects on behalf of the Director including follow-up with staff or senior leaders on deliverables; managing project-based tasks to ensure the GM meets his deadlines, assisting with tracking priorities and metrics
- Anticipate the Director’s needs and proactively bring together appropriate people and other resources to support the Director in addressing challenges
- Maintain and optimize document management systems, streamline expense reports, and manage other administrative tasks of the Director
- Serves as the lead in preparation for meetings, including tracking, monitoring, and following the progress of open items, drafting the agenda, monitoring attendance, setting the timetable for material preparation, producing a final draft and accurate minutes
- Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers, and hosts
- Creating purchase order requests
- Interacts with high-level executives and handles confidential or business-sensitive information
- May include some support for tracking budget expenditures
- Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations
- Uses and understands Microsoft Office Suite and other business-specific software
- Operates with general instruction and minimal supervision
- Organizing business trips (travel and accommodation) and travel expense claims for Director and associates
- Proactively identifies and resolves scheduling conflicts
Requirements:
- Experience in pharmaceutical industry is preferred but not critical; open to any regulated industry environment
- Relevant Diploma or equivalent
- 8-10+ years Personal Assistant experience or equivalent
- Intermediate to advanced knowledge of Microsoft Office Suite.
- Knowledge of SAP and proficiency in travel/expense/invoice spending systems (e.g. SAP Concur)
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
Beatriz Olmedo
Lead Recruitment Consultant
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