Personal Assistant

PE Global (UK); Cork; On-site; EUR 45,000 - 60,000; Full time

Job summary

A recruitment agency is seeking a Personal Assistant for their pharmaceutical client in Cork. This hybrid 12-month contract requires 10+ years of experience in administrative support, particularly in regulated environments. Responsibilities include managing the Director's calendar, organizing travel, and preparing meeting documentation. Candidates must be proficient in Microsoft Office Suite and have strong project management abilities. Applications should be sent to [e-mail].

Qualifications

• 10+ years Personal Assistant experience or equivalent.
• Experience in a regulated industry preferred.
• Intermediate to advanced knowledge of Microsoft Office Suite.

Responsibilities

• Provide strategic administrative support to the Director.
• Manage projects on behalf of the Director.
• Anticipate the Director's needs and bring together resources.
• Maintain and optimise document management systems.
• Prepare agendas and minutes for meetings.
• Coordinate and arrange departmental files.

Skills

Microsoft Office Suite

Project management

Confidential information handling

Budget tracking

Education

Relevant Diploma or equivalent

Tools

SAP Concur

Job description

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 optimise 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
• Organising 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.

To apply, please send an up‑to‑date CV to [e-mail].

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