Executive Assistant

1 day ago

Galway, Ireland Hays Specialist Recruitment Ireland Ltd Full time

Your new company Delivering top-tier clinical care and patient comfort. My state-of-the-art client offers a broad spectrum of medical services. 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. Hays Ireland is a trading division of Hays Specialist Recruitment (Ireland) Limited and acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be Skills: personal assistant C-suite Administration Benefits: Based on Experience _ Benefits

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