Your new company

Your new role

• Primary Contact: Act as the main liaison between the CEO, Executive Team, and internal/external stakeholders.
• Administrative Support: Provide comprehensive administrative assistance, including managing correspondence, typing reports, and filing.
• Diary Management: Organise and maintain multiple calendars, schedule business time, and prioritise internal/external meetings and appointments.
• Communication Handling: Manage telephone and email communications, screen calls, respond to queries, and keep the CEO informed of developments.
• Meeting Management: Prepare agendas and minutes for various meetings (weekly, bi-weekly, monthly), ensuring clarity and precision in documentation, and promptly disseminate them to relevant stakeholders.
• Program Support: Provide administrative support for programs, committees, and initiatives such as:
  • Research Assessment Group
  • Medical Advisory Committee
  • Consultant Meetings
• Recruitment Coordination: Track and coordinate the consultant recruitment process, ensuring all documentation and steps are completed timely and efficiently.
• Database Project: Participate in a project to establish a digital database for managing all consultant documentation.
• Record Maintenance: Maintain confidential records and follow-up systems with high accuracy.
• Reception Duties: Manage the reception desk in the executive area, control visitor access, direct enquiries, and ensure a professional presence for the department.
• Travel Coordination: Arrange travel and accommodation for the CEO and Executive Team.
• Event Planning: Assist with event planning and management as needed.
• Room Scheduling: Oversee boardroom and meeting room scheduling, manage visitors, and address staff/public enquiries to the Administration Department.
• Proactive Support: Anticipate the CEO’s needs and proactively address priorities.
• Confidential Correspondence: Handle confidential and sensitive correspondence, including medical-legal matters, with professionalism and discretion.
• Ad Hoc Projects: Support ad hoc projects and other duties as required.

What you'll need to succeed

• Multitasking Ability: Proven ability to manage multiple priorities and meet deadlines effectively.
• Technical Proficiency: Excellent IT skills, with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Organisational Skills: Exceptional organisational, time management, and communication skills (both written and verbal).
• Independence and Adaptability: Demonstrated ability to work independently and adapt to a dynamic environment.
• Discretion and Confidentiality: Strong discretion, confidentiality, and diplomacy.

What you'll get in return

Excellent benefits include:

• Pension
• Death in Benefit
• Maternity Leave: Full Cover after 6 Months Service
• Paternity Leave: Full Cover after 6 Months Service
• Staff Discounted Scheme The following discounts are available for all employees of the Galway Clinic: 10% discount for medical services, 20% discount for prescription drugs, and 10% discount on all cosmetic items located in the shop
• Education Assistance – Very supportive and will assist with financial costs towards any relevant training an employee wishes to undertake (T&Cs apply)
• Active Social Club
• Cycle to Work
• Save as you Earn

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.