Personal Assistant

Desired Skills: MS Office Suite,PA,EA,Admin,SAP,Concur

The Role

PE Global are recruiting for a Personal Assistant for our pharmaceutical client based in Carrigtwohill. This is an initial 12-month contract role, hybrid working options.

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.

Job 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

Education & Experience

• Experience in pharmaceutical industry is preferred but not critical; open to any regulated industry environment
• Relevant Diploma or equivalent
• 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)

Interested candidates should submit an updated CV.

Please click the link below to apply, alternatively send an up-to-date CV aisling.oleary@peglobal.net

***Please note our client cannot assist with any visa sponsorship and candidates must have the correct visa to live and work in Ireland****