Assistant to the Director The National Gallery of Ireland (the Gallery) is Irelands major national cultural institution devoted to the collection and care of fine art. Comprising over 17,000 paintings, drawings, watercolours, miniatures, prints, sculpture and decorative arts, the institution's extensive holdings include masterpieces by many of the most celebrated figures in the history of western European art. In addition, the Gallery houses the most representative collection in the world of historic Irish art. The Gallery is an autonomous body under the aegis of the Department of Tourism, Culture, Arts, Gaeltacht, Sport & Media, and employs more than 180 staff and provides free access to the public 361 days a year. The Gallery provides free access to the public 361 days a year, and is one of Irelands leading visitor attractions (welcoming over 1,000,000 visitors in 2023). The Gallery is a recipient of numerous awards and accreditations. These include the Triple Lock Standard, which recognises Irish charities that have achieved excellence in governance, financial reporting, transparency and ethical fundraising. The Gallery wishes to recruit an Assistant to the Director on a permanent basis. This is an exciting opportunity to be at the heart of the Gallerys activities. This post serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Director and the Directors Office. The post holder will provide effective support and assistance to the Director, including scheduling and managing appointments, the preparation of documents, briefing documents, reports and presentations to a high standard of accuracy, and the organisation of meetings, catering and travel when required. They will liaise closely with the Board Secretary to the Board of Governors and Guardians and will also serve as an administrative support to the Executive Leadership Team (ELT). This is a busy office, with constant and changing demands. The post will be suited to a professional, diligent, organised, proactive and adaptable individual who has a proven ability to manage simultaneously the administration and delivery of multiple projects as well as providing support to the Director, while operating at the highest level of discretion. Reporting to the Director, the Assistant to the Director will: Administration & Organisation Complete a broad range of administrative tasks for the Director, Board, Chair, and the ELT Work closely and effectively with the Director to ensure s/he is kept well informed of forthcoming commitments and responsibilities Be responsible for the recruitment, management and development of Directors administrative team Prioritise conflicting needs and progress matters expeditiously, proactively and follow through on projects to successful completion Research and prioritise incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature and determine an appropriate course of action, referral or response Schedule appointments and coordinate the Directors diary, ensure the calendar and diary are prioritised daily according to changing demands, and staying ahead of any internal and/or external issues which could impact the Directors schedule Act as host to visitors to the Directors Office Prepare, draft and edit written correspondence, papers and presentations (including PowerPoint) intended for internal and external stakeholders, with particular attention to formulation, accuracy and detail Book travel and accommodation when required for the Director, other senior staff and stakeholders Monitor budget for the Directors office, in consultation with the Director Maintain accurate and complete records in line with the Gallerys Records Management Policy Treat all matters related to the Board and the Directors office with discretion and confidentiality Be aware of and implement GDPR guidelines Assist with Freedom of Information requests in the Gallery as required Relationship & Protocol management Communicate directly on behalf of the Director, with Board members, Gallery staff, patrons, donors and other stakeholders on matters related to the Gallery Maintain the highest standards of discretion, courtesy and sensitivity in all communications, verbally, written and on the telephone Actively uphold and promote the Gallerys values as set out in the Strategic Plan 2024 - 2028 Support the Board Secretary as a positive liaison with the Board of Governors and maintain an appropriate relationship with all Board members Anticipate and choreograph the many representative activities undertaken by the Director, including liaising with the press, government and donors Maintain and develop excellent relationships with Government officials and other stakeholders including supporters, and with colleagues across the organisation Liaise closely with the Development, Communications and Events teams on all protocol and hospitality matters relating to the Directors Office, including the management of visits from Heads of State/Government, Ministers, Ambassadors, senior figures from the global art world and other VIPs Plan and manage events on behalf of the Directors Office when required, including creating and updating guest lists, organising catering, and taking care of VIPS Have responsibility for the health, safety and welfare of the Directors Office Have a willingness and an interest in motivating and developing others Any other duties as directed The successful candidate will have: A third level qualification Significant work experience as an advisor and / or as an assistant to a senior leader Experience of the protocol required in managing visits from senior executives and VIPs including Heads of State/Government, Ministers and Ambassadors Excellent interpersonal skills together with an ability to maintain positive relationships with Board members, ELT, Gallery staff, external stakeholders and donors. An ability to relate to people courteously and professionally right across the Gallery and among its many stakeholders A professional, diplomatic and appropriate manner when dealing with the Gallerys stakeholders and other team members, in person, on the phone and in correspondence Extremely high attention to detail and the ability to proactively check own and others work An ability to work independently and on own initiative whilst being part of a wider team The ability (when required) to line manage, and to manage project teams Strong administrative and analytical skills coupled with an ability to organise and prioritise multiple tasks to a high standard A proactive attitude to problem-solving with good decision-making capability A proven ability to handle confidential information, be adaptable to various competing demands and demonstrate a high degree of professional service in response to queries Excellent written and oral communication skills Proficiency in IT skills including MS Office, Excel, databases and CRM systems A positive approach to working in the Gallery and the ability to exercise discretion in delivering an effective and professional service on behalf of the Directors Office, the Chair and the Board An interest in the Gallery and/or history of art / art management Note: This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. All employees are required to be compliant with NGI screening, security and Garda vetting procedures. Conditions of employment This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. This may be subject to review in view of new structures and/or the changing needs of the Director and the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a successful probationary period. Applicants must be fluent in English and be eligible to work in Ireland. Citizenship Requirements Eligible candidates must be: 1. A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or 2. A citizen of the United Kingdom (UK); or 3. A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or 4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission. Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4. Grade and Salary: Salary will be in accordance with the Higher Executive Officer (PPC) salary scale currently €57,122 per annum as per 1 October 2024 pay adjustments. Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment. Annual Leave: The successful candidate will be entitled to 29 days of annual leave pro rata Superannuation: The successful candidate will be placed on thepublic sector pension scheme. Benefits: The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes. Duration: Permanent Full-Time Working hours: Full time, 5 days a week 35 hours per week (net of breaks).The successful candidate must be flexible and willing to work primarily on site, and occasional evenings and weekends (as required). Closing date for receipt of applications: 23/12/2024 Interviews will be scheduled in January 2025 Any personal data that you provide when applying for this position shall be processed in accordance with our. How to apply: To apply for this position please submit a Cover Letter of not more than two pages CV of not more than two pages Candidates should note that panels may be formed from which future positions may be filled. At the National Gallery of Ireland, we value equity, diversity and inclusion. We recognise the benefits it can bring to our staff and our visitors interactions. We celebrate difference and want our people to be representative of all communities. If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know. The National Gallery of Ireland is an equal opportunities employer Cntir ag an Stirthir Sé Gaileara Nisinta na hireann (an Gaileara) an institid chultrtha is m in irinn at drithe ar bhaili agus ar chram na mnealane. Ag cuimsi beagnach 17,000 pictir, lnocht, uiscedhatha, mionsamhlach, prionta dealbhireacht agus ealaon maisila, t srshaothair le mrn na ndaoine is cilila i stair na healane in iarthar na hEorpa i measc sealchas fairsing na hinstitiide. Ina theannta sin, t an bailichn is ionada dealan stairiil na hireann le feiceil sa Ghaileara. Arna mhaoini den chuid is m ag an Stt, fostaonn an Gaileara breis is 180 ball foirne agus cuireann sé rochtain saor in aisce ar fil don phobal 361 l sa bhliain. Sa bhlian 2023, fuair an Gealara iliomad na ngradam agus na gcreidinaithe ina measc Caighden an Ghlais Thriaraigh, a aithnonn na carthanachta ireannacha a bhfuil an barrfheabhas bainte amach acu sa rialachas, i dtuairisci an airgeadais, sa trédhearcacht agus i dtioms eiticiil an airgid. Is mian leis an nGaileara Cntir ag an Stirthir a earc ar bhonn buan. Seo deis iontach le freastal i gcrolr ghnomhaochta an Ghaileara. Feidhmonn an post seo mar phromhphointe teagmhla na ngeallsealbhir inmhenacha agus seachtracha ar gach bhar a bhaineann leis an Stirthir agus le hOifig an Stirthra. Tabharfaidh sealbhir an phoist tacaocht agus cnamh éifeachtach don Stirthir, lena n-irtear sceideal agus bainisti na gcoinn, ullmh ar ardchaighden an chruinnisna na gcipéis, na ndoiciméad faisnéise, na dtuarasclacha agus léirithe, agus eagr na gcruinnithe, na lnadireachta agus an taistil nuair is g. Déanfaidh sé dlth-ehaagmhil i gcomhar le Rna an Bhoird le Bord na nGobharnir agus na gCaomhnir agus freastalidh sie freisin mar thacaocht riarachin don Fhoireann Ceannaireachta Feidhmichin (FCF). Is oifig ghnthach seo, le héilimh seasta agus athraitheacha. Beidh an post oirinach do dhuine gairmiil, dthrachtach, eagraithe, réamhghnomhach agus inoirinaithe a bhfuil cumas cruthaithe aige riaradh agus seachadadh na dtionscadal iolrach a bhainisti i gcomhthrth chomh maith le tacaocht a thabhairt don Stirthir, agus é ag feidhmi ag leibhéal is airde na discréide. Ag tuairisci don Stirthir, déanfaidh an Cntir ag an Stirthir: Riarachn agus Eagr Raon fairsing na dtascanna riarachin a chur i gcrch don Stirthir, don Bhord, don Chathaoirleach agus don FCF Dlthibri éifeachtach leis an Stirthir lena chinnti go gcoimedtar é ar an eolas maidir leis na gealltanais agus leis na freagrachta at le teacht A bheith freagrach as earc, as bainistocht agus as forbairt fhoireann riarachin an Stirthra Tosaocht a thabhairt do riachtanais chontrrtha agus crsa a chur chun cinn go gasta, go réamhghnomhach agus leanint ar aghaidh le tionscadail go dt go gcrochnfar go rathil iad Taighde agus tosaocht a thabhairt do na saincheisteanna agus d'aon imn ag teacht isteach at drthe ar an Stirthir, lena n-irtear iad sid at ogair n rnda chomh maith le haon chrsa cu na gnomhaochta, an tarchuir n an fhreagartha a chinntiu. Coinn a sceideal agus dialann an Stirthra a chomhord, a chinnti go gcuirtear tosaocht laethil ar an bhfhéilire agus ar an dialann de réir na n-éileamh athraitheach, agus fanacht chun tosaigh ar aon saincheisteanna inmhenacha agus/n seachtracha a dfhéadfadh cur isteach ar sceideal an Stirthra. Gnomh mar staigh do chuairteoir chuig Oifig an Stirthra Comhfhreagras scrofa, pipéir agus léirithe (PowerPoint san ireamh) at drithe ar gheallsealbhir inmhenacha agus seachtracha a ullmh, a dhréacht agus a chur in eagar, agus aird ar leith tabhairt ar an gcruth, ar an gcruinneas agus ar an mhioneolas acu Taisteal agus listn a chur in irithe don Stirthir, do chmhalta eile na foirne sinseara agus do na geallsealbhir nuair is g Monatireacht a dhéanamh ar bhuiséad oifig an Stirthra, i gcomhairle leis an Stirthir Taifid chruinne agus iomlna a choinneil ar aon dul le Beartas Bainistochta Taifead an Ghaileara Déileil le gach bhar a bhaineann leis an mBord agus le hoifig an Stirthra le discréid agus le rndacht A bheith feasach ar threoirlnte an RGCS agus gcir i bhfeidhm Cabhr le hiarratais um Shaoril Faisnéise sa Ghaileara de réir mar is g Bainistocht na gCaidreamh agus an Phrtacail Cumarsid dhreach a dhéanamh thar ceann an Stirthra, le comhalta an Bhoird, le foireann an Ghaileara,leis na ptrin, leis na deontir agus leis na geallsealbhir eile ar na hbhair a bhaineann leis an nGaileara Caighdein is airde na discréide, na cirtéise agus na hogaireachta a choinneil i ngach cumarsid, bhéal, i scrbhinn agus ar an nguthn Seasamh go gnomhach le luachanna an Ghaileara agus gcir chun cinn mar at leagtha amach sa Phlean Straitéiseach 2024 - 2028 Tacaocht a thabhairt do Rna an Bhoird mar theagmhil dhearfach le Bord na nGobharnir agus caidreamh cu a choinneil le comhalta uile an Bhoird Réamh-mheas agus cragraf a dhéanamh ar iliomad na ngnomhaochta ionadaocha a dhéanann an Stirthir, lena n-irtear aon idirchaidreamh leis an bpreas, leis an rialtas agus leis na deontir. Caidrimh den scoth a chothabhil agus a fhorbairt le hoifigigh an Rialtais agus leis na geallsealbhir eile lena n-irtear an lucht tacaochta, agus le comhghleacaithe ar fud na heagraochta Dlth-theagmhail a dhéanamh leis na foirne Forbartha, Cumarside agus Imeachta ar gach bhar an phrtacail agus an fhilteachais a bhaineann le hOifig an Stirthra, lena n-irtear bainisti na gcuairteanna Cheannair Stit/Rialtais, Air, Ambasadir, daoine sinsearacha as saol domhanda na healane agus VIPanna eile. Imeachta a phleanil agus a bhainisti thar ceann Oifig an Stirthra nuair is g, lena n-irtear liosta na n-aonna a chur le chéile agus a uasdt, lnadireacht a eagr, agus aire a thabhairt do VIPeanna A bheith freagrach as slinte, sbhilteacht agus leas Oifig an Stirthra A bheith toilteanach agus spéis a chur i ndaoine eile a spreagadh agus a fhorbairt Aon dualgas eile de réir mar a ordatear é Beidh ag an t-iarrthir rthil: Cilocht tr leibhéal Taith oibre shuntasach mar chomhairleoir agus/n mar chntir ag ceannaire sinsearach Taith ar an bprtacal a theastaonn le haghaidh cuairteanna fheidhmeannaigh shinsearacha agus daoine mr le r, lena n-irtear Cinn Stit/Rialtais, Air agus Ambasadir, a bhainisti. Srscileanna idirphearsanta mar aon leis an gcumas caidrimh dhearfacha a choth le comhalta an Bhoird agus an FCF, le foireann an Ghaileara, leis na geallsealbhir seachtracha agus leis na deontir. An cumas caidreamh cirtéiseach agus gairmiil a dhéanamh le gach éinne ar fud an Ghaileara agus leis na geallsealbhir uile Cur chuige gairmiil, taidhleoireach agus cu agus ag déileil le geallsealbhir an Ghaileara agus baill foirne eile, go pearsanta, ar an nguthn agus i gcomhfhreagras Sr-aird ar mhioneolas agus an cumas seiceil réamhghnomhach a dhéanamh ar a chuid oibre féin agus ar obair dhaoine eile An cumas oibri go neamhsplech ar a stuaim féin agus mar chuid den fhoireann nos leithne An cumas (nuair is g) bainistocht lne a dhéanamh, agus foirne tionscadail a bhainisti Srscileanna an riarachin agus na hanailse mar aon leis an gcumas iol-tascanna iolracha a eagr agus a chur in ord tosaochta ar ardchaighden Dearcadh réamhghnomhach i leith réiteach na bhfadhbanna le dea-chumas na cinnteoireachta Cumas cruthaithe maidir le faisnéis rnda a limhseil, a bheith inoirinaithe déilimh iomaocha éagsla agus ardleibhéal na seirbhse gairmila a léiri mar fhreagra ar fhiosrchin Scileanna den scoth na cumarside scrofa agus bhéal Innilacht i scileanna TF lena n-irtear MS Office, Excel, bunachair shonra agus crais CRM Cur chuige dearfach i leith oibri sa Ghaileara agus an cumas na discréide maidir le seirbhs éifeachtach agus ghairmiil a sheachadadh thar ceann Oifig an Stirthra, an Chathaoirligh agus an Bhoird Suim sa Ghaileara agus/n i stair na healane/i mbainistochta na healane Tabhair faoi deara: Séard at sa threoir n cur sos ar réims leathana na freagrachta agus na cuntasachta an phoist seo agus nor cheart thuiscint mar liosta cuimsitheach. Caithfidh gach fosta clo le gnsanna scagtha GN, slndla agus grinnfhiosrchin an Gharda Sochna. Coinnollacha na fostaochta Séard at sa threoir n cur sos ar réims leathana na freagrachta agus na cuntasachta an phoist seo agus nor cheart thuiscint mar liosta cuimsitheach. D'fhéadfa meas eile a dhéanamh uirthi mar thoradh ar riachtanais an Ghaileara agus iad ag athr. Caithfidh gach fosta clo le gnsanna scagtha GN, slndla agus grinnfhiosrchin an Gharda Sochna. Beidh an post faoi réir seiceil leighis shsil agus crochn rathil ar thréimhse phromhaidh. Caithfidh gach iarrthir a bheith lofa sa Bhéarla agus a bheith i dteideal oibri in irinn. Riachtanais na Saornachta Caithfidh gach iarrthir inchilithe a bheith ina: (a) Shaornach de chuid Limistéar Eorpach Eacnamaoch (LEE), sé sin, Ballstt an Aontais Eorpaigh, an oslainn, Lichtinstéin agus an Iorua; n (b) Shaornach den Rocht Aontaithe (RA); n (c) Shaornach den Eilvéis de bhun an chomhaontaithe idir an AE agus an Eilvéis maidir le saorghluaiseacht na ndaoine; n (d) Shaornach neamh-LEE a bhfuil stampa vosa 41 n Stampa 5 aige. 1 Tabhair faoi deara go nglacfar leis an vosa 50 TEU, at in ionad an Stampa 4EUFAM i ndiaidh an Bhreatamach, mar choibhéis an Stampa 4. Grd agus Tuarastal: T an tuarastal de réir scla p (RPP) an Ardoifigeach Feidhmichin ag €57,122 in aghaidh na bliana faoi lthair de réir choigeartuithe p an 1 Deireadh Fmhair 2024. a cheart gach iarrthir a thabhairt faoi deara go gcomhlonann Gaileara Nisinta na hireann rialachin agus treoirlnte na Roinne Caiteachais Phoibl agus Athchirithe maidir le p agus le coinnollacha fostaochta na Seirbhse Poibl. Saoire Bhliantil: Beidh an t-iarrthir rathil i dteideal 29 l saoire bhliantil pro rata in aghaidh na bliana Aoislintas: Cuirfear an t-iarrthir rathil ar scéim pinsean na hearnla poibl. Sochair: Tugann an Gaileara deis do gach ball foirne pirt a ghlacadh i scéimeanna na coigilte cnach agus na rothaochta ar an obair. Tréimhse: Buan Lnaimsearach Uaireanta Oibre: Lnaimseartha, 5 l na seachtaine 35 uair sa tseachtain (glan ar sosanna).Caithfidh an t-iarrthir rathil a bheith solbtha agus a bheith ssta oibri ar an lthair den chuid is m, agus sa trthnna agus ag deireadh seachtaine am go ham (de réir mar is g). Spriocdhta na n-Iarratas: 23/12/2024 Déanfar na hagallaimh a sceideal i Mi Eanirna bliana 2025 Déanfar aon sonra pearsanta a chuireann t ar fil agus iarratas ar an bpost seo dhéanamh agat a phriseil de réir r bh. Conas iarratas a dhéanamh: Cuir isteach: Litir chldaigh nach faide n dh leathanach Curriculum vitae nach faide n dh leathanach Ba chir do gach iarrthir a thabhairt faoi deara go bhféadfa painéil a chur le cheile nar féidir poist amach anseo a lonadh. Cuirimidne i nGaileara Nisinta na hireann meas ar an gcothromas, ar an éagslacht agus ar an lnphirtocht agus aithnmid na tairbh is féidir teacht astu dr bhfoireann agus dr gcuairteoir araon. Déanaimid an éagslacht a cheiliradh agus ba mhaith linn go léireodh r bhfoireann an ionadaocht ar gach pobal. M theastaonn freastal réasnta uait maidir le cuid ar bith de phriseas an iarratais, n bodh leisce ort a leithéid a chur in il dinn. Is fostir comhdheiseanna é Gaileara Nisinta na hireann Skills: experience as an advisor and / or as an assistant Strong administrative and analytical skills Excellent written and oral communication skills