Job Description Location: Dublin 15 Reports to: Managing Director Title: Business & HR Admin istrator Job Summary: We are seeking a highly organised, proactive, and efficient Administrator to provide comprehensive administrative support to the Managing Director (MD).
In this key role, you will act as a gatekeeper for the Managing Director, managing communications, overseeing the smooth flow of information between the MD and various departments, and ensuring the efficient operation of day-to-day activities within the organisation.
You will be expected to manage priorities, facilitate cross-departmental collaboration, and maintain confidentiality while balancing multiple tasks and deadlines.
Your ability to anticipate needs and take the initiative will be crucial to your success.
Key Responsibilities: 1.
Administrative Support to Managing Director: a.
Serve as the primary point of contact between the MD and internal/external stakeholders.
b.
Manage the MD's calendar, including scheduling meetings, appointments, and travel arrangements.
c. Prepare and organise reports, presentations, and other materials required for meetings.
d. Draft, proofread, and edit correspondence and internal documents as needed.
e. Manage confidential information and handle sensitive matters with discretion and integrity.
f. Manage update of internal policies for MD as change required 2.
Gatekeeper and Liaison: a.
Act as the gatekeeper to the MD, screening calls, emails, and requests for information.
b.
Prioritise and manage incoming inquiries, ensuring that urgent matters are escalated appropriately.
c. Coordinate with all departments to ensure smooth communication between the MD and team leaders.
d. Oversee the flow of information to and from the MD, ensuring that relevant information reaches the appropriate departments in a timely manner.
3.
Project and Task Management: a.
Coordinate and track action items and deadlines across departments to ensure alignment with the MD's strategic goals.
b.
Assist with organising and managing projects, ensuring milestones are met and progress is reported to the MD.
c. Collaborate with department heads to ensure smooth execution of company initiatives.
4.
Meeting Coordination and Follow-up: a.
Organise and coordinate meetings for the MD with both internal and external stakeholders.
b.
Prepare agendas, distribute meeting materials in advance, and take minutes during meetings.
c. Follow up on meeting action items, ensuring tasks are completed and deadlines are met.
5.
Operational Support: a.
Maintain office systems, processes, and documentation to ensure that the MD and the organisation operate efficiently.
b.
Facilitate communication and collaboration among departments, identifying and resolving potential barriers to smooth operation.
c. Support the implementation of internal policies, procedures, and organisational changes as needed.
Requirements Required Skills and Qualifications: Proven experience as an executive assistant, administrator, or similar role, preferably in a fast-paced corporate environment.
Strong organisational and time-management skills with the ability to prioritise and multitask effectively.
Excellent written and verbal communication skills.
High attention to detail and accuracy.
Ability to work independently and take initiative, while also being a team player.
Discretion and confidentiality in handling sensitive information.
Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, etc.).
Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
Preferred Qualifications: Experience working directly with senior management or executives.
Familiarity with project management tools A background in operations or process management would be an advantage.
Working Conditions: Full-time position Occasional overtime / Travel may be required based on business needs.
Hybrid role Requirements Bring energy, knowledge, innovation and leadership to carry out the following: Lead SAP master data build and data approval activities including hypercare, sustainment materials build, BOMs and Recipes.
Participate daily on cross-functional teams collaboratively and actively to address compliance issues and achieve project milestones.
Support implementation and training for site Quality Systems and site GMP readiness activities.
Support creation, maintenance and continuous improvement of Quality Management Systems (QMS) and associated documentation.
Provide QA review and approval of Change Controls, Deviations/CAPAs, SOPS and related documentation for compliance to GMP and site requirements at the start-up facility.
Support other QA colleagues, as required.
Work collaboratively to foster strong relationships with management and colleagues and to drive a safe and compliant culture.
Support gathering of site metrics Ensure the escalation of risks to management in a timely manner.