Servisource is currently recruiting a Executive Assistant for a public sector Contract length: 12-month contract Salary: €50,501 per annum Working week: 35h/week Monday to Friday (hybrid) Location:Dublin Executive Assistant (Multiple Roles) including support of: (1) Director of Business, Public Sector and Transport OR (2) Director of Research & Policy Insights Reporting into the Director of Business, Public Sector, and Transport the key responsibilities of the Executive Assistant, include but are not limited to the following: - Diary management and arranging daily operations of the Director.
- Management of Directorate Management Team and Directorate meetings including agenda development and action tracking and follow ups.
- Leadership Team to support a coordinated, professional, and dynamic overall executive function.
- Disseminating and tracking tasks, through the Directorate Management Process and reporting on same in a proactive and problem-solving manner.
- Delivering exemplary customer service as a point of contact within the Office of the Director, processing complaints, representations, escalations, and queries.
- Supporting preparation of reports, presentations, relevant research and project support requests within the Office of the Director.
- Liaising with internal, external, and international stakeholders and representing the Director as appropriate.
- Co-ordination and administration of the client's Green Team, meetings, minutes, and action tracker.
- The co-ordination and administration of the Public Sector Decarbonisation Working Group, meetings, minutes, and action tracker.
- Support the Director and client's in the coordination, management, and administration of the duties in preparation for and during the European Energy Network (EnR) Presidency.
- Deliver secretarial support as directed by the Director, including minuting meetings, following up on outcomes, tracking actions, and maintaining formal and accurate records of all documentation.
- Preparation of travel arrangements for the Office of the Director, and Head of Departments as required.
- Plan and coordinate events and meetings for the Director and preparation of materials.
- Provide cover and assistance to other Directorates and Executive Assistants as and when required.
Reporting into the Director of Research and Policy Insights, the key responsibilities of the Executive Assistant will include but are not limited to the following: - Diary management and arranging daily operations of the Director of Research and Policy Insights - Scheduling and liaison on behalf of the Director of Research and Policy Insights with internal stakeholders as directed by the client's Candidate Information Booklet - Agency - Liaising with a wide range of internal and external stakeholders and delivering exemplary customer service as a point of contact within the Directorate, processing representations, escalations, and queries.
- Coordinating and managing special projects and cross-organisational committee work as assigned, against timelines.
- Delivering and supporting relevant research, reporting, activities and project support requests across the Research and Policy - Insights Directorate, and liaison with the Office of the CEO and Executive Assistants to other Directorates.
- Acting as a central coordinator and contact point for the Directorate team, as assigned.
- Management and coordination of cross-Directorate team reporting and meetings, setting systems to track and report on KPIs and actions with a focus on a dynamic, professional, and collaborative culture.
- Deliver secretarial supports as directed by the Director and Heads of Department, including minuting meetings, following up on outcomes, tracking actions, and maintaining formal and accurate records of all documentation.
- Preparation of travel arrangements for the Director and Heads of Departments.
- Assistance at external company events as required.
- Provide cover for and assistance to other Directorates and Executive Assistants as and when required.
Knowledge & Skills: - Ability to prioritise and complete work effectively, within deadlines and to a high standard.
- Is personally trustworthy and can be relied upon.
- Ensures that customers and stakeholders are at the heart of all services provided.
- Upholds high standards of honesty, ethics, and integrity.
- Ability to quickly understand and anticipate the changing needs of the Director and team.
- Effective communicator.
- Ability to be a team player and take direction, together with having the ability to work on their own initiative as appropriate.
- Ability to exercise sound judgement, diplomacy, and tact.
- Strives to perform at a high level, investing significant energy to achieve agreed objectives.
- Demonstrates resilience in the face of challenging circumstances and high demands.
ESSENTIAL REQUIREMENTS - A qualification at Level 8 on the NFQ (i.e.
honours degree or higher) or equivalent in either business, finance, accounting or related area and a minimum of 3 years directly relevant experience working in in the area of Executive Assistant support to C-suite level or a similar area.
- Well-developed IT skills, including proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and the ability to use them effectively to improve performance and communications.
- Experience in stakeholder, committee and working group co-ordination and administration.
- Experience in handling confidential information; demonstrating high levels of integrity and discretion.
- Exceptional attention to detail and communications skills.
- Evidence of ability to demonstrate flexibility.
- Evidence of ability to adapt to changes in the working environment whilst working within tight deadlines.
DESIRABLE REQUIREMENTS - A passion for sustainability and climate action.
- Experience in operating in a customer-centric environment, such as handling of complaints or a similar area.
- Experience in international collaboration.
- A flexible approach to problem solving and decision-making, with an ability to be proactive.
- A broad knowledge of the Irish Public Sector and relevant policy areas.