Senior Administrative Support Specialist

Asset Recruitment View all jobs

  • Limerick
  • Contract
  • Full-time
  • 6 days ago
Ref. 1362Senior Administrative Support SpecialistWe are excited to be partnering with our client on an excellent opportunity for a Project Administrator. In this role, you will provide key administrative and coordination support to the Director and the wider leadership team.The position focuses on ensuring the smooth running of day-to-day operations, including schedule coordination, onboarding support, training administration, document control, and timesheet management.The ideal candidate will be proactive, highly organised, and detail-oriented, with the ability to manage multiple priorities in a fast-paced project environment.Responsibilities include:
  • Manage the Director’s calendar, including scheduling meetings, workshops, reviews, and leadership sessions.
  • Coordinate travel arrangements, accommodation, and expense reporting.
  • Prepare meeting agendas, take minutes, track actions, and ensure timely follow up.
  • Maintain and organise digital filing systems, ensuring documents are current, accurate, and accessible.
  • Coordinate onboarding for new hires, including induction schedules, system access requests, and initial training plans.
  • Maintain up to date organisation charts, distribution lists, and role assignment records.
  • Serve as the first point of contact for new team members, ensuring a professional and efficient onboarding experience.
  • Monitor weekly timesheet submissions for the team and follow up on late or inaccurate entries.
  • Assist with maintaining resource trackers and associated administrative documents.
  • Assist in preparing presentations, reports, and status updates for leadership and stakeholders.
  • Support document formatting, quality checks, and readiness for review or audit.
  • Organise internal and external meetings, including room bookings, virtual meeting setup, catering, and attendee communications.
  • Support the coordination of team events, workshops, all hands meetings, and training sessions.
  • Develop and maintain training schedules for new team members, ensuring alignment with project and GMP requirements.
  • Maintain up to date training matrices and competency trackers, ensuring all records are accurate and audit ready.
  • Ensure all training documentation is correctly stored, version controlled, and accessible in systems such as SharePoint or the LMS.
Requirements:
  • Proven experience in an administrative, coordination, or office support role (experience in engineering, pharma, or project based environments is an advantage).
  • Strong organisational and time management skills with the ability to multitask effectively.
  • Proficiency in MS Office Suite (Outlook, Excel, PowerPoint, Word) and collaboration tools such as Microsoft Teams and SharePoint.
  • Ability to handle sensitive and confidential information with discretion.
  • High attention to detail with the ability to work independently.
  • Excellent written and verbal communication skills.
Preferred Skills & Attributes
  • Experience supporting senior leadership or technical teams.
  • Familiarity with CQV, GMP, or life sciences project environments.
  • Strong problem solving skills.
  • Positive, professional, and customer focused attitude.
  • Comfortable working in a dynamic, fast paced environment with shifting priorities.

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