Administrative Support Specialist

EPM Scientific are supporting a Medical Device company to hire an Administrative Support Specialist to provide operational and administrative support to their site.

This is a 12 month initial contract, full time hours, primarily on site in East Cork, starting ASAP.

Key Responsibilities

• Administrative Support
• Provide day-to-day administrative support to the team
• Manage calendars, schedule meetings, and coordinate logistics across multiple stakeholders
• Prepare agendas, capture meeting minutes, and track actions to completion
• Maintain organised and up-to-date documentation and filing systems
• Data Management & Excel Reporting
• Develop, maintain, and manage trackers, reports, and dashboards in Microsoft Excel
• Perform data analysis to support decision-making and highlight key trends or issues
• Ensure data accuracy, consistency, and integrity across all administrative and reporting activities
• Consolidate information from multiple sources into clear, usable formats
• Execution & Coordination
• Drive follow-up on tasks and ensure actions are completed on time
• Coordinate cross-functional activities and support project-related administration
• Track deliverables, deadlines, and dependencies across multiple priorities
• Proactively identify and resolve administrative or coordination gaps
• Stakeholder Communication
• Provide clear and professional communication across teams
• Escalate issues, risks, or delays in a timely manner
• Act as a central point of contact for administrative queries and coordination needs
• Process & Continuous Improvement
• Support standardisation of templates, trackers, and administrative processes
• Identify opportunities to improve efficiency in reporting and administration
• Ensure adherence to internal procedures and documentation standards

Key Requirements

• Microsoft Excel (Essential)
• Advanced Excel skills including formulas, macros, pivot tables, data validation, and reporting
• Proven ability to build structured trackers and produce clear, accurate reports
• Execution & Organisation
• Strong ability to manage multiple tasks and priorities with a high level of accuracy
• Demonstrated follow-through and reliability in delivering to deadlines
• Administrative Excellence
• Highly organised with exceptional attention to detail
• Ability to manage complex administrative tasks efficiently
• Communication & Collaboration
• Strong written and verbal communication skills
• Ability to work effectively across teams and with different levels of stakeholders