My client, a charity based in Dublin 15, is looking to recruit a new Executive Assistant to CEO on an 11-month contract.
The successful candidate will be working a hybrid model on a fixed salary of €40,000.
The Executive Assistant provides strategic support and assistance in the following ways:
1. CEO planning and management
2. Board servicing and servicing of the four Board Sub-Committees
3. SMT planning, scheduling, project planning
The Board of Management has four sub-committees which meet quarterly and report directly into the Board:
* Finance and Fundraising
* Audit & Risk
* Nominations Evaluation and Governance
* Clinical Quality & Safety
Role Responsibilities (Include, but not limited to):
CEO Planning and Management:
1. Provide comprehensive, administrative support to the CEO including drafting and writing reports, responding to emails on behalf of the CEO, maintaining contact with external stakeholders via email and telephone, and preparing presentations and proposals.
2. Track all ongoing projects, workflow and actions for the CEO to ensure all items are followed up on promptly.
3. Proactively manage the CEO’s diary by organizing internal and external meetings, both online and in person, monitoring meeting invitations and responding accordingly.
4. Proactively monitor the CEO’s Inbox to ensure all items are followed up accordingly and disseminated to other members of the Senior Management Team for additional follow up and action.
5. Maintain and enhance existing relationships between the CEO and both internal and external stakeholders by acting as first point of contact for the CEO.
6. Assist the CEO with forward planning for meetings by ensuring the CEO has sight of all relevant papers and documents in advance.
7. Develop and maintain electronic filing systems and folders on behalf of the CEO.
8. Process and submit expenses, credit card returns, and other finance-related duties as directed by the CEO.
9. Provide administrative support to the CEO in external sector forums.
10. Manage the CEO’s social media (Twitter & LinkedIn) by liaising with the internal communications department.
11. Act as first point of contact on behalf of the CEO for governmental, ministerial, and state offices.
12. Collaborate with the Communications & Fundraising Manager around the preparation of annual reports and assist with internal events management.
13. Assist the CEO and senior management team with the planning and coordination of staff events.
Board and Board Sub-Committee Servicing:
1. Demonstrate an awareness of current pipeline projects, proposals for consideration, strategic planning, and workflows in order to adequately provide support to the Board.
2. Organize and schedule all Quarterly Board Meetings and Quarterly Board Sub-Committee Meetings.
3. Liaise with the Chair, Company Secretary, and CEO to finalize Agenda for Board Meeting.
4. Liaise with the Chair and relevant Senior Management Team member of each Board Sub-Committee to finalize Agenda for Sub-Committee Meeting.
5. Compile, gather, collate, and disseminate all relevant papers to the Members of the Board and Sub-Committees.
6. Take the Minutes at all Board Meetings and Sub-Committee Meetings and disseminate to relevant members.
7. Proactively liaise with the Chairs of the Board and Sub-Committees and offer administrative assistance when required.
SMT Planning, Scheduling and Project Planning:
1. Scheduling of all Senior Management Team meetings and Away Days throughout the year.
2. Prepare the Agenda for each Senior Management Team Meeting and collate any relevant supporting papers.
3. Attend SMT meetings and record action points.
4. Track any action points and ensure that all outstanding items are followed up.
5. Schedule 1:1 meetings between the CEO and members of the SMT.
6. Liaise with and provide administrative support to the SMT when required.
7. Co-ordinate Strategic Oversight Committee meetings and prepare presentations and updates to the Board.
Experience:
Candidates for the position of Executive Assistant must have at least 3-5 years’ solid experience supporting leaders at C-Suite and Executive Management level.
Skills, Abilities and Knowledge:
1. Team player with strong interpersonal skills and an ability to work cross-functionally.
2. Highly professional with an ability to gauge sensitive situations and act accordingly.
3. Experience of establishing positive relationships at executive level with tact and diplomacy.
4. Committed to delivering a quality service and willing to improve practices within the organisation.
5. Willing to support organisational change and respond to evolving situations with a can-do attitude.
6. Ability to work with flexibility and adapt to changing priorities with positivity.
7. Self-starter who can act on own initiative and manage competing demands.
8. Highly literate with a strong ability to compile data into complex reports and relay information clearly.
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