Secretarial Administrator

VAC-TC627

Outline:

Work Atmosphere:

The hybrid working environment 2 days in the office and 3 days from home whilst also having the ability to work flexi in order to add an additional two and a half days per month off.

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Role and Responsibility:

• Accurately creating documentation by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Attention to detail is critical to this role.
• Prioritising urgent work for the partner by reading and routing correspondence, collecting information, and initiating telecommunications.
• Preparing filing documents and completion of online forms for new /design applications in Ireland, UK, Europe; preparation and transmittal of routine letters to clients reporting  office notices and actions relating to the application filing and relating to grant/registration stage; completion of European validations; to maintain files, policing and calendars, ensuring that all formal requirements are completed and due dates are met; and to assist with a broad range of administrative legal tasks.
• Entering Assignments on the internal software portal, update existing records, check official notifications, reports to clients and amend portfolios that have been transferred. .
• Using a variety of internal and external software packages, including Microsoft Word, PowerPoint, Excel, etc. to produce correspondence, documents, presentations, records and spreadsheets.
• Ensuring that all new and existing files and electronic records are complete and accurate.
• Daily monitoring of the partners policing and checking files as required.
• Arranging travel and accommodation, organising meeting schedules, registration for conference.,
• Collating incoming correspondence with any relevant physical file on behalf of the company.
• Assisting with managing incoming correspondence to ensure an efficient response by analysing incoming mail, faxes, and email for pertinent events or deadlines to be docketed in database and notifying Diary Administrator accordingly.
• Preparing client reports and reciprocity reports as required.
• Learning to operate new office technologies as they are developed and implemented.
• Managing projects and contributing to productivity and sales groups.
• Keeping abreast of official fee amounts at the relevant Offices, and any changes thereto, to ensure the correct fees are paid at all times.
• Assisting in the training of new employees as requested.
• Assisting in resolving database issues and identifying system enhancements to processes, procedures, and policies to gain maximum advantage of our automated databases.
• Daily Reception cover.
• Monitoring official deadlines.
• Docketing and reporting acceptance/publication/grant/registration and design applications.
• Coordinating and ordering grant stage and validation translations.

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The Ideal Candidate Should Have:

• Minimum 5 years senior administration and or secretarial experience
• Fully proficient with MS Office Word, Excel PowerPoint
• Experience working in a technical/legal/life science environment would be a distinct advantage.
• Emphasis will be placed on accuracy and attention to detail in the delivery of work with would include grammar and spelling.
• Self-starter, organised, keen eye for detail and prioritising work.
• Previous experience working under pressure and to tight deadlines.    

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Benefits:

• Hybrid 2 days in the office and 3 days from home (first 2 – 4 weeks office based)
• Flexi time system
• 20 days holiday plus statutory.
• Pension Scheme (5% contribution) after first year
• Health Scheme (€1,500 per year subject to BIK)
• Educational assistance
• Company social events