Office Manager and Administrative Assistant

Role Overview

This is a hands-on, on-site role combining administrative coordination with practical office support. It includes occasional physical setup and reset of meeting and event spaces, alongside organising activities that bring colleagues together and encourage collaboration.

As Office Manager, you will also play a central role in enabling a collaborative, inclusive workplace  culture that encourages innovation, knowledge-sharing, and impact. You will help create an environment where engineers can focus on their craft, collaborate effectively, and deliver technology solutions that make a real difference.

Core Responsibilities

Administrative Assistant

• Provide professional and proactive support to the Site Lead and other senior leaders, including diary management, meeting preparation/follow-up, travel arrangements, and expense processing.
• Support onboarding logistics for new hires, partnering with the IT Manager and HRG as needed on equipment ordering, IT setup, induction scheduling, and first-day support.
• Organise and occasionally deliver in-person and virtual meetings, offsites, and internal events with seamless execution and clear communications.
• Maintain discretion when handling sensitive information.
• Track activities, follow up on open items, and proactively identify process improvements to enhance efficiency.

Office Manager

• Oversee the day-to-day operation of the Galway office, ensuring it remains safe, well-equipped, and welcoming.
• Act as the first point of contact for visitors, ensuring a professional welcome and smooth arrangements.
• Manage general services and supplies, including ordering and maintaining kitchenware, stationery, and office consumables.
• Evaluate and arrange coffee, catering, and refreshment services to enhance the workplace experience.
• Coordinate with service providers for cleaning, maintenance, and other essential operational needs.
• Maintain vendor relationships, onboard suppliers into company systems (e.g., Coupa), and monitor budgets to ensure cost efficiency.
• Streamline office workflows and implement operational improvements to support productivity and collaboration.
• Take ownership of a calendar of office events and activities that encourage connection, collaboration, and employee wellbeing, such as team lunches, shared breakfasts, and wellbeing activities, including on-site massage sessions.
• Manage event arrangements from planning through delivery, including bookings, suppliers, catering, communications, budgets, and gathering employee feedback.
• Carry out occasional hands-on setup and reset of office spaces for offsites, meetings, and events. This may include moving and arranging tables and chairs, setting out supplies and refreshments, and tidying spaces afterwards, with support where needed.

What You’ll Bring

• Minimum 5 years’ experience in an administrative, executive support, or office management role—experience supporting senior leaders preferred.
• Proven ability to manage competing priorities, work to tight deadlines, and maintain attention to detail.
• Strong interpersonal skills with the ability to build effective relationships with staff, suppliers, and stakeholders.
• Excellent written and verbal communication skills.
• High level of discretion when handling confidential information.
• Proficiency in Microsoft Office Suite and experience with procurement/finance tools (e.g., Coupa) desirable.
• A proactive, solutions-focused mindset with the ability to anticipate needs before they arise.
• A practical, hands-on approach and willingness to help with 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.

Join Our Team at Datavant Ireland - A Galway-Based R&D Technology Center

Datavant Ireland is an innovative R&D technology center based in Galway, dedicated to solving complex technology challenges with a purpose. We are looking for talented technical professionals who are product-minded and eager to make an impact. If you are passionate about developing cutting-edge solutions and want to be part of a growing team, we invite you to explore the exciting career opportunities at Datavant.

Careers at Datavant offer the opportunity to apply your technology and problem-solving skills toward a vision that every healthcare decision is powered by the right data, at the right time, in the right format. 

We're looking for collaborative problem-solvers, curious learners, and thoughtful builders who are excited to make an impact. We value diverse experiences, perspectives, and approaches to solving challenges, and we believe the best outcomes come from teams that learn from and support one another.

We provide team members with a robust total compensation package that includes:

• Competitive, equitable salary.  
• Comprehensive benefits.
• Pension contribution.
• Flexible, Hybrid work environment.