Operational Support Specialist

Job Description

Our Red Oak site (Leopardstown) site has a great opportunity for an Operational Support Specialist to join our animal health division.

You will provide high-level administrative, operational, and project support to senior leadership, including the General Manager. The operational support specialist will ensure seamless coordination of business activities, on-boarding processes, event management, and cross-functional projects, while maintaining compliance and operational excellence.

This is an exciting, varied role for a highly organised individual. While we are looking for experience, we welcome highly motivated candidates with little experience who demonstrate a genuine desire to learn and develop their career within Animal health.

Please note this role is fully onsite in Red Oak.

What you will do:

Bring energy, knowledge, innovation, and leadership to carry out the following:

Executive & Leadership Support

• Provide comprehensive administrative support to senior leaders, including travel arrangements, and expense reporting.
• Represent senior leadership professionally in internal and external interactions.

Business Unit & Operational Support

• Coordinate and manage on-boarding processes for new employees, ensuring continuous improvement and compliance.
• Raise all PO’s for Finance Department, ILBU Department and General Manager
• Organize internal and external meetings, including venue booking, catering, agenda preparation, and minute-taking

• Handle invoice processing, purchase orders, and budget tracking.
• Maintain key databases (e.g., A&P Tracker, Contracts, Etarmis, Atlas, Sync).
• Submit Non PO invoices for processing for all Adverse Reaction Invoices as well as Finance and ILBU Department invoices.
• Raise a case to set-up all Non PO Vendors for all Departments and also for PO Vendors, request through Ariba, changes or new Vendors for both Finance Department and ILBU Department.
• Upload all Customer Vetplan rebates monthly and quarterly for corporates and veterinary buying groups
• Support with queries with regard to rebates from all Customers or within the Company
• Upload all Manual customer Central Rebates Monthly or any rebate adjustments
• Maintain all customer Banking information which is required for all Rebate Customers
• Support customers with queries on Customer Rebate Payment
• Completion of Customer Master Data in relation to Sensehub monitoring subscription (Musubi) and the banking information which includes the setting up of mandates.
• Support all queries from all Business Units with regard to all Vendors

• Maintain key databases (e.g., A&P Tracker, Contracts, Etarmis, Atlas, Sync).

Project & Event Management

• Lead or support multi-disciplinary projects, ensuring delivery within time, quality, and cost constraints.
• Act as event lead for national sales meetings and other organizational events.
• Collaborate with IT, HR, Finance, L&D, and external partners to facilitate effective project delivery and change management.

Marketing & Communications Support

• Assist with sourcing promotional materials and managing marketing-related logistics within budget and compliance guidelines.
• Support communications initiatives and provide administrative assistance for projects.

Compliance & Continuous Improvement

• Ensure all activities comply with company policies, safety, and regulatory requirements.
• Review completed projects for benchmarking and improvement opportunities.

In order to excel in this role, you will more than likely have:

• Minimum 3 years’ experience in administrative or operational support roles.
• Proven experience supporting senior leaders, managing projects, and organizing events.
• Strong IT skills (Microsoft Office Suite, WebEx).
• Experience in on-boarding processes and budget management.
• Excellent organizational, communication, and interpersonal skills.
• Strong relationship-building ability across teams and divisions.
• Analytical and presentation skills with attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Team player with a proactive and adaptable approach.

As an equal opportunity employer, we are proud to be a company that embraces the value of bringing diverse, talented, and committed people together. Please don't hesitate to contact the Talent Acquisition Advisor assigned to this role should you need any support during our recruitment process.

So, if you are ready to:

Invent solutions to meet unmet healthcare needs