01
Overview
PharmaQuant is a fast-growing healthcare consultancy firm respected globally for quality and innovation. Our research enables pharmaceutical companies to successfully launch innovative medicines. Based in Dublin, Ireland, we offer a collaborative and dynamic work environment where every team member plays a meaningful role in our mission.
The Operations Executive is the operational and administrative backbone of our Dublin office. This role blends day-to-day office management with hands-on finance administration support, making it an excellent opportunity for a detail-driven professional looking to broaden their skill set across both operations and finance in a fast-paced consulting environment.
02
Duties and Responsibilities
This includes, but is not limited to:
Office Management & Operations
- Manage the daily operations of the office, including supplies, equipment, and facility requirements.
- Ensure a well-organised and efficient workspace, coordinating with relevant teams for office setup and upkeep.
- Liaise with vendors, building management, and service providers to maintain smooth office functioning.
- Maintain and enforce office policies and procedures.
- Coordinate logistics for internal meetings, small events, and company gatherings.
Administrative Support
- Provide end-to-end administrative support including scheduling, documentation, and general clerical responsibilities.
- Manage incoming calls, emails, and correspondence, responding to queries with professionalism and timeliness.
- Draft and prepare reports, presentations, and official correspondence.
Finance & Accounts Support
- Assist with processing accounts payable and receivable, including raising purchase orders and tracking invoice approvals.
- Support the monthly expense reconciliation process - collating receipts, verifying coding, and flagging discrepancies.
- Liaise with the bookkeeper and external accountants to ensure timely submission of financial documents.
- Maintain accurate records of vendor contracts, payment terms, and subscriptions for finance review.
- Assist in monitoring the office operational budget - tracking spend against budget lines and reporting variances.
- Support VAT-related administration including collating documentation ahead of return deadlines.
- Process employee expense claims in line with company policy and coordinate reimbursements.
- Maintain organised finance filing systems (digital and physical) to support audit readiness.
HR & People Support
- Administer the leave management system - tracking annual leave, sick leave, and public holiday entitlements across the team and ensuring records are accurate and up to date.
- Maintain accurate employee records including contracts, onboarding documentation, and HR files in compliance with GDPR and company policy.
- Support the end-to-end recruitment process - posting job advertisements, screening applications, scheduling interviews, and coordinating with candidates and hiring managers.
- Manage job postings across relevant platforms, maintain candidate pipelines, and provide timely updates to applicants throughout the hiring process.
- Support HR administration including drafting employment letters, updating HR databases, and responding to routine HR queries from staff.
Networking & Communication
- Serve as a point of contact for external partners, vendors, and visitors.
- Support engagement with local business networks, external events, and community interactions.
- Assist in coordinating internal and external networking activities.
Operations Support
- Monitor routine operational processes to ensure efficiency and flag areas for improvement.
- Maintain records of office inventories, subscriptions, and vendor/service contracts.
- Support the project management team to maintain project plans and timelines for efficient execution.
- Coordinate with external vendors, academic partners, and research organisations as required by the project team.
- Coordinate end-to-end logistics for internal and external conferences, including venue sourcing, registration management, AV setup, and on-site support.
- Prepare and distribute conference materials such as agendas, posters, and presentation templates ahead of scheduled events.
- Maintain a conference readiness checklist to ensure all pre-event, on-the-day, and post-event actions are tracked and completed on time.
- Develop and maintain a system for coordinating with copy editors and tracking deliverables.
03
Requirements
Qualifications
- A degree or qualification in Business Administration, Operations Management, Finance, or a related field is preferred but not essential.
Experience
- Minimum 1 year of experience in an administrative, operations, or finance support role.
- Exposure to basic bookkeeping, accounts administration, or financial record-keeping is desirable.
- Prior exposure to HR administration, leave management, or recruitment coordination is an advantage.
- Experience with data management and reporting is an advantage.
- Knowledge of business operations, procurement, or supply chain processes is a plus.
Skills
- Excellent written and verbal communication skills.
- Strong time-management skills and an ability to organise and coordinate multiple concurrent tasks.
- Proficiency with office productivity tools (MS Office / Google Workspace) and an aptitude for learning new systems.
- Comfortable working with financial data; familiarity with accounting software (e.g. Xero) is an advantage.
- High attention to detail, especially when handling financial documents and records.
- Flexible team player, willing to adapt to change and unafraid of new challenges.
- Ability to maintain confidentiality of information related to the company and its employees.
- Comfortable managing sensitive HR matters with discretion, empathy, and professionalism.
- Familiarity with Irish employment law basics (e.g. leave entitlements under the Organisation of Working Time Act) is an advantage.
04
Benefits
PharmaQuant offers a competitive salary and benefits package, including:
- 25 days of annual leave (pro-rated based on start date).
- 10 days of public holidays.
- 10 days of sick leave.
- Healthcare insurance for the employee, covering hospitalisation.
- Post-retirement benefits.
- Performance-based bonus scheme.
- Individualised growth plan.
05
Apply
To apply, please send your CV to hr.ireland@pharmaquant.org. Shortlisted applicants will be contacted directly to arrange an interview.