Medical Executive Assistant jobs

About Gravity Group

Gravity is a specialist contractor in industrial roofing and cladding, licensed asbestos removal, and commercial solar PV. We work nationwide for blue-chip industrial and manufacturing clients, with a directly employed site workforce of around 35 people on the road at any one time.

We are growing, and the Managing Director needs a right hand.

The Role

This is a senior, hands-on Executive Assistant position — not a reception or diary-only job. You will be the operational anchor for the Managing Director and the wider leadership team, running HR administration, recruitment coordination, sales support and the logistics that keep 35 site operatives housed, moved and compliant.

You will have real autonomy and real visibility. If you are the kind of person who takes a messy, half-finished process and turns it into a system that runs, you will do well here.

Key ResponsibilitiesHR administration

• Maintain and issue contracts of employment, offer letters and starter documentation
• Own the employee handbook, company policies and procedures — keep them current, keep them signed for
• Run onboarding end to end: paperwork, inductions, PPE, systems access, first-week schedule
• Maintain the training matrix and certification register — Safe Pass, CSCS, manual handling, asbestos awareness and licensed removal training, medical surveillance, face-fit testing, working at height
• Track certification expiry dates and schedule renewals before they lapse
• Manage annual leave, absence records and return-to-work documentation
• Maintain accurate, GDPR-compliant personnel files

Recruitment coordination

• Write and post roles on Indeed, LinkedIn and other channels
• Build and run direct sourcing campaigns on LinkedIn
• Screen applications and conduct first-stage telephone screening
• Prepare shortlists with clear notes and recommendations for the Managing Director
• Schedule and coordinate interviews, manage candidate communication, handle offer administration and reference checks

Sales and business development support

• Coordinate outbound outreach campaigns on behalf of the Directors
• Book and diary-manage sales meetings, client visits and follow-ups
• Maintain the CRM: contact records, activity logging, pipeline hygiene
• Prepare meeting packs, agendas and follow-up correspondence
• Chase actions arising from client meetings so nothing goes cold

Site logistics and travel

• Book accommodation for site gangs working away from home — usually one or two crews on any given night from a workforce of around 35
• Work off the project programme so bookings are made ahead of time rather than at the last minute
• Negotiate rates and build a preferred supplier list of hotels and B&Bs nationwide
• Arrange travel, ferries, flights and vehicle logistics
• Reconcile accommodation and travel spend against project budgets

Executive support

• Diary, inbox and travel management for the Managing Director
• Prepare correspondence, reports and presentation material
• Take minutes at management meetings and drive the action list afterwards
• Act as the first point of contact for the MD internally and externally

What We're Looking For

Essential

• 5+ years in an Executive Assistant, Office Manager, HR Administrator or Sales Support role
• Demonstrable experience of HR administration — contracts, policies, onboarding, leave and training records
• Strong recruitment coordination experience, including LinkedIn sourcing and candidate screening
• Excellent written English and confident, professional telephone manner
• Advanced Microsoft Office skills, particularly Excel and Outlook
• Highly organised, with the ability to hold multiple competing priorities without dropping any of them
• Discretion — you will be handling confidential personnel, commercial and financial information
• Full clean driving licence

Desirable

• CIPD qualification, or a Diploma in Human Resource Management
• Experience in construction, engineering, manufacturing or another site-based industry
• Familiarity with Irish employment legislation and construction sector compliance requirements
• CRM experience (HubSpot, Pipedrive, Salesforce or similar)
• Experience booking and managing travel or accommodation for mobile teams

What We Offer

• Competitive salary of €48,000 – €58,000 depending on experience
• Performance-related bonus
• Company pension contribution
• 21 days annual leave plus public holidays
• Direct working relationship with the Managing Director and genuine influence over how the business runs
• Free on-site parking
• A growing, ambitious business where the role will expand as you do

How to apply: Send your CV and a short cover note explaining why this role suits you through Indeed. Suitable candidates will be contacted for an initial telephone screening.

Gravity Group is an equal opportunities employer.

Pay: €45,994.50-€60,103.60 per year

Work Location: In person