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Vacancy Details

Secreterial & Administration

Administration Assistant – Medical Device - Galway - 104501

Contract Type: Contract
Location: Galway
Date: 19/06/2019
Job Reference: 104501
Contact Name: Vanessa Lynch
Contact Email:

Job Description

Administration Assistant – Medical Device - Galway - 104501
Administration Assistant – Medical Device
Our client, a medical device company in Galway is currently looking to recruit a Administration Assistant for their site. The successful candidate will support the team in planning and executing programmes for both customer and internal groups and will play a key role within the dynamic customer focused team.

Support the Customer Events Specialists in programme administrative requirements including:
  • Prepare programme materials including NDAs, agendas, attendee sign-in and checklists, name badges, table tents, evaluation forms and others
  • Set up meeting rooms and support programme live management as required per programme definition
  • Prepare other required meeting collateral and work with relevant teams to incorporate as required
  • Compile programme evaluation feedback and follow up on actions as appropriate
  • Coordinate and process all POs and invoices, ensuring compliance with global legal and regulatory requirements
  • Ensure all documentation is scanned and filed appropriately following each event
  • Support the Team in planning for all programmes – both customer and internal
  • Organise weekly team meetings, prepare agenda and content for discussion, process and communicate minutes / actions
  • Maintain customer and internal stakeholder database
  • Hands-on support for the full team as required
  • Contribute to continuous improvement of processes and tools.
  • Manage storage capacity
  • Maintain occupancy spreadsheet
  • Monitor and maintain appropriate inventory and material stocks required for programme execution

Qualifications & Experience:
  • The position will require a candidate with a solid administrative and support background, with experience of working in a busy environment. Excellent interpersonal and team-working skills are a prerequisite along with the required skill set and attributes as outlined below:
  • Advanced PC skills including full Microsoft Office suite and specifically Microsoft Excel
  • Excellent time management and organisational skills
  • Superior attention to detail
  • A high degree of reliability, flexibility and confidentiality
  • Ability to work unsupervised on day-to-day duties and tasks
  • Strong team player with ability to show initiative, aligned with team and processes
  • Ability to liaise with management and staff at all levels, as well as appropriate interaction with visiting staff and customers
  • Strong communication skills – both written and oral
  • High standard of personal presentation
  • A relevant qualification in Office Management or related discipline is desirable

Skills and Competencies required for this role;
  • Communication– Clearly communicates both verbally and in writing; encourages an open exchange of information and viewpoints; actively listens to others.
  • Relationship Building– Builds and maintains positive relationships with co-workers across a variety of functions and locations within the organization.
  • Judgment– Makes timely and sound decisions based on an accurate analysis of relevant information and the pros and cons of alternatives
  • Desirable– Presentation skills, problem solving skills, assertiveness, time management skills, attention to detail.
  • Works on own initiative - Willing to take ownership of assignments and see them to completion.

For further information on this Administration Assistant role in Galway please contact Vanessa Lynch on 086 0462367 /
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