Office Manager and Administrative Assistant (Healthcare)

Location: Galway, Ireland; hands-on, on-site role.

Company

hirify.global is a healthcare data collaboration platform providing secure, accessible, and actionable data solutions for healthcare providers, health plans, researchers, and life sciences companies.

What you will do

• Provide diary management, meeting preparation and follow-up, travel coordination, expense processing, and proactive administrative support to the Site Lead and senior leaders.
• Coordinate interviews, candidate communications, onboarding logistics, equipment ordering, IT setup, induction scheduling, and first-day support.
• Manage the day-to-day operation of the Galway office, including supplies, catering, refreshments, cleaning, maintenance, visitors, vendors, and supplier onboarding through systems such as Coupa.
• Plan and deliver meetings, offsites, internal events, team activities, wellbeing activities, and employee communications while managing bookings, suppliers, catering, budgets, and feedback.
• Track open items, monitor budgets, maintain confidential information, and implement office workflow and operational improvements.
• Carry out occasional physical setup and reset of meeting and event spaces, including arranging furniture, supplies, refreshments, and post-event tidying.

Requirements

• At least 5 years of experience in an administrative, executive support, or office management role; experience supporting senior leaders is preferred.
• Ability to manage competing priorities, meet tight deadlines, and maintain attention to detail.
• Strong interpersonal skills and ability to build effective relationships with staff, suppliers, and stakeholders.
• Excellent written and verbal communication skills.
• High discretion when handling confidential information.
• Proficiency in Microsoft Office Suite.
• Proactive, solutions-focused mindset with the ability to anticipate needs.
• Practical, hands-on approach and willingness to support the day-to-day needs of the office, including occasional physical setup for meetings and events.
• Experience organising workplace events or employee activities with attention to detail and an inclusive approach.

Nice to have

• Experience with procurement or finance tools such as Coupa.

Culture & Benefits

• Collaborative, inclusive workplace focused on innovation, knowledge-sharing, and impact in healthcare.
• Competitive and equitable salary.
• Comprehensive benefits and pension contribution.
• The company describes a flexible hybrid work environment, while this role is explicitly on-site.
• Post-offer health screenings and proof or completion of required vaccinations may be required; exemption requests are reviewed case by case.
• This job is not eligible for employment sponsorship.