Project Administrator

Hero Recruitment; Galway; On-site; EUR 32,000 - 52,000; Full time

Benefits offered by this job

Structured training

Career progression

Collaborative culture

Competitive compensation

Job summary

HERO Recruitment in Galway seeks a Project Administrator to join a dynamic team across marketing, AI/automation projects and operations that power recruitment. You will help schedule content, assist with Canva visuals, and support email marketing while learning broader CRM/ATS functions and governance.

Ideal candidates are 2025/2026 graduates in Marketing, Business, HR, or data-related fields, with curiosity for AI tools, strong organisation and a proactive approach to busy environments.

Qualifications

• 2025 or 2026 graduate in Marketing, Business, HR, Communications, or a tech- or data-related field.
• Genuinely curious about AI and automation, loves experimenting with new tools.
• Organised and detail-oriented, enjoys bringing order to a busy environment.

Responsibilities

• Support and schedule engaging content across LinkedIn, Instagram and Facebook.
• Assist with AI tools pilots, automation workflows and reporting.
• Advertise job openings and support onboarding, contracts and GDPR admin.
• Pull weekly/monthly reports and build simple dashboards for meetings.

Skills

Marketing coordination

Canva

Communication skills

CRM/ATS familiarity

Data analysis

Education

Marketing/Business/HR degree

Tools

TrackerRMS

PowerPoint

Excel

Job description

HERO Recruitment is a multi-award-winning STEM recruitment agency based in Galway, proud winners of “Agency of the Year” (Medium) 2024 at the ERF Awards. We connect brilliant people with brilliant careers across engineering, medical devices, pharma and manufacturing. We’re looking for a bright, curious Project Administrator, a role that is the centre of three exciting areas: marketing and brand, AI and automation projects, and the operations that power our contracting and permanent recruitment business. If you’re ambitious, love learning new tools, and want a role where no two days look the same, this is your launchpad. You won’t be pigeon-holed, you’ll build a broad, future-proof skill set, learn from a high-performing team, and see the real impact of your work from day one.

WHAT YOU’LL BE DOING

Marketing & Brand

• Support and schedule engaging content across LinkedIn, Instagram and Facebook that showcases HERO and the opportunities we recruit for.
• Work with our Marketing Director to support the design of eye-catching visuals and simple video using Canva (or similar), no design degree required, just a good eye and willingness to learn.
• Support email marketing and nurture campaigns, helping keep our audiences engaged.
• Help keep our website and Google Business profile fresh, accurate and on-brand.
• Assist with podcast publishing and distribution across platforms as we grow our content.

AI & Automation Projects

• Help us pilot, test and roll out AI tools that make the business smarter and faster, a genuine chance to shape how we work.
• Build and improve automated workflows for things like candidate messaging, sequencing and reporting.
• Research new tools and platforms, then share what you find and help the team get the most from them.
• Document processes clearly and support colleagues with training on new features and systems.

Operations & Recruitment Support

• Advertise job openings and support smooth, friendly communication with candidates.
• Support client and contractor onboarding, helping ensure contracts, compliance and documentation are all in good order.
• Become a go-to for our CRM/ATS (TrackerRMS), helping with reports, templates, data quality and automated messaging.
• Keep policies, procedures, training materials and GDPR-related admin up to date.

Data, Reporting & Insights

• Pull together clear weekly, monthly and quarterly reports using AI, Excel and PowerPoint.
• Build simple dashboards, graphs and visuals for team and board meetings.
• Track campaign and KPI performance and help turn the numbers into useful insights.

WHO WE’RE LOOKING FOR

• A 2025 or 2026 graduate in Marketing, Business, HR, Communications, or a tech- or data-related field.
• Genuinely curious about AI and automation, you love experimenting with new tools and figuring out how things work.
• Naturally organised and detail-oriented, you enjoy bringing order to a busy environment and juggling several things at once.
• Comfortable with technology and quick to pick up new systems and platforms.
• Energetic, positive and proactive, you spot what needs doing and get stuck in.

Bonus points (lovely to have, not essential)

• A knowledge of Canva, video editing, or any content creation.
• Any exposure to social scheduling tools, CRMs, or marketing platforms.
• Familiarity with AI tools (like ChatGPT or Claude) or automation platforms (like Zapier or Make).
• A genuine interest in STEM, engineering, or the sectors we recruit for.

WHAT YOU’LL GET FROM US

• Structured training and mentoring to set you up for success from your very first week.
• Ownership of real projects and responsibility — your work will genuinely matter.
• Broad exposure across marketing, technology and operations, a brilliant foundation for your career.
• Clear career progression opportunities into marketing, recruitment, operations or beyond.
• A supportive, high-performing team in a warm and collaborative culture
• A competitive compensation package with an award-winning agency that invests in its people.

If you’d like to know more, please contact Emma Griffin on [e-mail] or call us on [phone] or [phone] to speak in confidence.

Please Note: Under its obligation under the Data Protection legislation, HERO Recruitment will not forward your details to any company without your prior approval. Data can only be transferred outside of the EEA on the basis of standard contractual clauses, to a country for whom an adequacy decision has been given by the European Commission, or where the express permission of the data subject has been given. You have supplied us with your personal data in the process of applying for a position. Our client company may have personnel outside of the EEA who will review your data. We will apply the appropriate criteria in respect of the data transfer depending on the location of those personnel.