Administrative Assistant

Russell Tobin; Dublin; On-site; EUR 35,000 - 50,000; Full time

Job summary

A leading company in healthcare innovation is seeking an Administrative Assistant in Dublin. This role involves providing comprehensive support to the Clinical Development Team, managing priorities in a fast-paced environment, and ensuring efficient office operations. Ideal for candidates with 5-7 years of administrative experience and strong organizational skills.

Qualifications

• 5-7 years administrative experience (intermediate to advanced level).
• Proven experience in office management roles.
• Cross-cultural experience is a plus.

Responsibilities

• Act as the primary liaison for facility-related matters.
• Coordinate complex calendars and international travel.
• Uphold health and safety standards in the workspace.

Skills

Communication skills

Organizational abilities

Multitasking

Independence

Proactivity

Tools

Microsoft Office Suite

Job description

Now Hiring: Administrative Assistant

Location: Dublin, Ireland (5 days onsite)

Duration: 18 Months

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Clinical Development Team. This role is based onsite at our Dublin office and is ideal for someone who thrives in a dynamic environment, enjoys multitasking, and is passionate about creating a productive and welcoming workplace.

Role Purpose:

To ensure service levels are delivered in line with site requirements while managing multiple priorities in a fast-paced environment. Exceptional communication skills, discretion, and a proactive mindset are key.

Major Accountabilities Include:

Act as the primary liaison for all facility-related matters, coordinating directly with building management.

Plan and execute events, meetings, VIP visits, and team-building initiatives.

Manage catering logistics and fulfill related service requests.

Uphold health and safety standards while ensuring the workspace remains clean, organized, and compliant.

Coordinate complex calendars, schedule meetings, and arrange international travel.

Draft, revise, and format correspondence, reports, presentations, and organizational charts.

Serve as a communication bridge between the leadership team and stakeholders.

Provide end-to-end support for leadership meetings, including agenda creation, minute-taking, and tracking follow-up actions.

Assist with expense reporting and monitor budget-related activities.

Oversee daily office operations, including supply inventory and vendor coordination.

Facilitate onboarding and offboarding processes.

Manage purchase order submissions and invoice receipt processing.

Maintain and regularly update distribution lists.

Coordinate global video and conference room bookings.

Support compliance-related activities, including audits and inspections.

Experience and Qualifications:

5–7 years administrative experience (intermediate to advanced level)

Proven experience in office management roles

Excellent written and verbal communication skills

Strong organizational and multitasking abilities

Proficiency in Microsoft Office Suite

Ability to work independently and in teams

Cross-cultural experience is a plus

Key Competencies:

Digital & Technology Savvy

Operational Excellence

Organizational Savvy

Managing Change

Continuous Learning

Project Excellence

Being Resilient

Interested in joining a global leader in healthcare innovation?

Apply now or tag someone in Dublin who would be a great fit.