Posted: 16 January
Offer description
Your new role at {company}
Primary Contact: Act as the main liaison between the CEO, Executive Team, and internal/external stakeholders.
* Administrative Support: Provide comprehensive administrative assistance, including managing correspondence, typing reports, and filing.
* Communication Handling: Manage telephone and email communications, screen calls, respond to queries, and keep the CEO informed of developments.
* Meeting Management: Prepare agendas and minutes for various meetings (weekly, bi-weekly, monthly), ensuring clarity and precision in documentation, and promptly disseminate them to relevant stakeholders.
* Program Support: Provide administrative support for programs, committees, and initiatives such as:
* Research Assessment Group Medical Advisory Committee Consultant Meetings Recruitment Coordination: Track and coordinate the consultant recruitment process, ensuring all documentation and steps are completed timely and efficiently.
* Database Project: Participate in a project to establish a digital database for managing all consultant documentation.
* Record Maintenance: Maintain confidential records and follow-up systems with high accuracy.
* Reception Duties: Manage the reception desk in the executive area, control visitor access, direct enquiries, and ensure a professional presence for the department.
* Travel Coordination: Arrange travel and accommodation for the CEO and Executive Team.
* Event Planning: Assist with event planning and management as needed.
* Room Scheduling: Oversee boardroom and meeting room scheduling, manage visitors, and address staff/public enquiries to the Administration Department.
* Proactive Support: Anticipate the CEO's needs and proactively address priorities.
* Confidential Correspondence: Handle confidential and sensitive correspondence, including medical-legal matters, with professionalism and discretion.
* Ad Hoc Projects: Support ad hoc projects and other duties as required.
What you'll need to succeed
* Multitasking Ability: Proven ability to manage multiple priorities and meet deadlines effectively.
* Technical Proficiency: Excellent IT skills, with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
* Organisational Skills: Exceptional organisational, time management, and communication skills (both written and verbal).
* Independence and Adaptability: Demonstrated ability to work independently and adapt to a dynamic environment.
* Discretion and Confidentiality: Strong discretion, confidentiality, and diplomacy.
What you'll get in return
* Excellent benefits include:
* Pension Death in Benefit Maternity Leave: Full Cover after 6 Months Service Paternity Leave: Full Cover after 6 Months Service Staff Discounted Scheme The following discounts are available for all employees of the Galway Clinic: 10% discount for medical services, 20% discount for prescription drugs, and 10% discount on all cosmetic items located in the shop Education Assistance - Very supportive and will assist with financial costs towards any relevant training an employee wishes to undertake (T&Cs apply) Active Social Club Cycle to Work Save as you Earn
What you need to do now
If you're interested in this role, please submit your up-to-date CV or contact us for a confidential discussion about your career.
