Location: Vision Ireland Head Office, Whitworth Road, Drumcondra, Dublin 9.
Vacancy Type: Full time, permanent.
Working Hours: 37 hours per week, Monday - Friday.
Closing Date: 1st May 2025.
Position Overview:
Vision Ireland is seeking a highly professional Executive Assistant to the CEO. This is a fantastic opportunity for an experienced and proactive individual to support the CEO and the wider senior leadership team in a mission-led environment. The role will suit someone who thrives in organisation discretion, fast-paced environments, and relationship management.
The Executive Assistant will serve as the primary point of contact for internal and external stakeholders on all matters associated with the CEO and will act as a liaison to the Board of Directors and senior leadership teams; organising and coordinating executive outreach, external relations efforts, and overseeing projects.
Key Responsibilities:
CEO Support
* Manage a dynamic and busy calendar, schedule meetings, and coordinate complex travel arrangements.
* Provide proactive support for inbox management, prioritising and flagging time-sensitive issues.
* Prepare, proofread, and format documents, reports, presentations, and correspondence on behalf of the CEO. Process expenses and support with budget planning as required.
* Act as a gatekeeper and point of contact for internal and external communications to and from the CEO.
* Conduct research, compile briefings, and provide summaries to support CEO.
Board and Governance Support
* Act as a key liaison person between the CEO and multiple boards and Boards of Directors.
* Assist in the coordination and logistics of board meetings, including scheduling, venue/virtual arrangements, and catering.
* Prepare and circulate board packs and briefing materials in advance of meetings, ensuring accuracy and document accessibility criteria are met.
* Take accurate and timely minutes, track actions, and maintain board documentation.
* Ensure governance compliance and record-keeping.
Senior Leadership Team (SLT) Support
* Provide administrative support to members of the SLT as needed, including calendar management, meeting coordination, and document preparation.
* Support coordination of SLT meetings, strategy days, and team offsites, including agenda setting and preparation of materials.
* Support cross-functional projects and internal communications.
Event Management
* Coordinate internal and external events such as team away days, stakeholder meetings, and leadership sessions.
* Manage end-to-end event planning including logistics, venue booking, supplier coordination, catering, guest lists, and itineraries.
General Administration
* Maintain and improve executive office systems and processes.
* Handle confidential information with a high level of professionalism and discretion.
* Contribute to special projects and ad-hoc administrative tasks.
Qualifications And Requirements
Essential:
* 3 years' experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting C-level executives.
* Excellent organisational and time-management skills, with the ability to prioritise effectively.
* Strong written and verbal communication abilities, allowing you to engage with diverse stakeholders.
* High degree of professionalism and discretion in handling sensitive information.
* Ability to prioritise tasks, handle multiple responsibilities, and work independently with initiative.
* Experience with complex executive company travel.
* Proficiency with Microsoft Office tools.
Desirable:
* Degree/Diploma education, reflecting your commitment to personal and professional development.
* Experience working in the non-profit or public sector.
* Understanding of board governance processes and charity compliance.
* Project delivery experience, showcasing your ability to lead and deliver successful initiatives.
Why Join Vision Ireland?
This role plays a vital part in helping the CEO and leadership team drive impactful initiatives that empower people with sight loss to live more independent and fulfilling lives. Vision Ireland Offers:
* Opportunities for career growth and professional development.
* A dynamic, supportive, and learner-focused environment.
Further Information for Candidates:
All applicants must submit a current CV and cover letter outlining your motivation to apply.
The successful candidate will be subject to garda vetting.
Candidates must be eligible to work full-time in Ireland.
Further information about Vision Ireland can be found on our website www.vi.ie.
Informal enquiries to recruitment@vi.ie.
Garda Vetting Required:
Garda Vetting will be conducted for the recommended candidate as part of the selection process for the post in accordance with the VI Garda Vetting policy.
Vision Ireland is an equal opportunities employer.
Equality, Diversity and Inclusion:
Vision Ireland is committed to creating an inclusive environment where diversity is celebrated, and everyone is afforded equality of opportunity. It is our policy to recognise people as a key resource required for successful attainment of the organisation's mission. In support of this, it is important to remember that differences between people, whether devised from their different backgrounds and personalities, cultures and/or their different abilities, can be a source of strength to the organisation.
We welcome, encourage, and embrace people of all backgrounds, to include those with disabilities. Accessibility plays a huge part of ensuring that all our employees and service users can access our systems and services with ease and respect, in a supportive environment, enabling all to effectively engage our services and achieve our goals whether they are an applicant for employment or an employee requiring special facilitation. #J-18808-Ljbffr