Administrative Assistant
SGS
full-time
Posted on:
Location Type: Remote
Location: Remote • 🇮🇪 Ireland
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Provide administrative and coordination support to the Global Medical Leadership team including Notified Body 1639 and the broader Medical Devices line managers, including, but not limited to following tasks: ensuring smooth operational execution across financial, procurement, personnel-related processes, managing systems access, travel arrangements, and onboarding activities.
- Coordinate invoicing process for affiliates and liaise with the Finance team on recharge costs.
- Maintain and update Work in Progress (WIP) reports and financial documentation in SharePoint.
- Consolidate all financial reporting for all Medical Schemes.
- Upload training certificates and maintain personnel records in internal HR systems.
- Update CV’s and competency records in CAPCAP, including education, experience, and standards knowledge.
- Prepare contracts and agreements for signature using DocuSign.
- Maintain contract records for subcontractors and customers in SharePoint.
- Track application fees and customer request data.
- Maintain records for regulatory notifications (e.g. FAGG) and ensure data accuracy in tracking tools.
- Regularly update SharePoint with key regulatory and operational data.
- Raise purchase orders for team needs, including membership, training and services.
- Onboard new suppliers in BOSS and ensure compliance with procurement documentation.
- Order office materials and onboarding kits for new hires.
- Arrange travel and accommodation for team members.
- Submit expense reports and ensure timely reimbursement process.
- Request system access for new users (e.g. CertIQ, SGS Network, SGS Campus).
- Support onboarding by coordinating IT equipment and account setup.
- Schedule internal meetings, interviews and reserve meeting rooms.
- Manage general inboxes, responds to inquiries, and redirect messages appropriately.
- Capture minutes during leadership meetings and proactively follow-up on assigned actions to ensure timely completion.
- Provide ad hoc administrative assistance including project management to the Global Medical Devices team and leadership team.
Requirements
- Strong organisational and multitasking abilities with a high attention to detail.
- Excellent project management skills.
- Excellent communication skills, both written and verbal.
- Must be fluent in English (speaking and writing).
- Analytical mindset including financial reporting.
- Excellent proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint).
- Ability to handle confidential information with discretion.
- Ability to communicate appropriately to various internal and external stakeholders within a matrix organisation.
- A proactive solution-oriented mindset and a collaborative approach to teamwork.
- Proven experience in an administrative or coordination role, ideally in a regulated or technical environment.
- Proven experience in project management.
- Proven experience in working with senior leaders in a global organisation.
- Proven experience with financial reporting including gathering of relevant data.
Benefits
- Flexible schedule and hybrid model
- SGS university and Campus for continuous learning options
- Benefits platform
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
financial reportingproject managementadministrative supportdata accuracycontract managementinvoicing processregulatory notificationsonboarding activitiesmultitaskingattention to detail
Soft skills
organizational abilitiescommunication skillsanalytical mindsetdiscretioncollaborative approachsolution-oriented mindsetproactiveability to handle confidential informationexperience with senior leadersteamwork