Executive Assistant to CEO
We are seeking an experienced Executive Assistant to provide strategic support and assistance to our CEO. This is an 11-month contract role, working a hybrid model with a fixed salary of €40,000.
About the Role
The successful candidate will be responsible for providing comprehensive administrative support to the CEO, including:
* CEO planning and management
* Board servicing and servicing of four Board Sub-Committees
* SMT planning, scheduling, project planning
Key Responsibilities
CEO Planning and Management
• Provide administrative support to the CEO, including drafting reports, responding to emails, maintaining contact with external stakeholders, and preparing presentations and proposals.
• Track all ongoing projects, workflow, and actions for the CEO to ensure all items are followed up on promptly.
• Proactively manage the CEO's diary by organizing internal and external meetings, monitoring meeting invitations, and responding accordingly.
• Maintain and enhance existing relationships between the CEO and both internal and external stakeholders.
• Assist the CEO with forward planning for meetings, ensuring the CEO has sight of all relevant papers and documents in advance.
• Develop and maintain electronic filing systems and folders on behalf of the CEO.
Board and Board Sub-Committee Servicing
• Demonstrate an awareness of current pipeline projects, proposals for consideration, strategic planning, and workflows to adequately provide support to the Board.
• Organize and schedule all Quarterly Board Meetings and Quarterly Board Sub-Committee Meetings throughout the year.
• Liaise with the Chair, Company Secretary, and CEO to finalize Agenda for Board Meeting.
• Compile, gather, collate, and disseminate all relevant papers to the Members of the Board and Sub-Committees in an organized and timely way in advance of meetings.
• Take Minutes at all Board Meetings and Sub-Committee Meetings and once approved disseminate to relevant Board members and Sub-Committee members.
SMT Planning, Scheduling, and Project Planning
• Schedule all Senior Management Team meetings and Away Days throughout the year.
• Prepare the Agenda for each Senior Management Team Meeting (bi-weekly) and collate any relevant supporting papers or documents that may be needed.
• Attend SMT meetings and record action points.
• Track any action points and ensure that all outstanding items are followed up with the team accordingly.
• Schedule 1:1 meetings between the CEO and members of the SMT.
• Liaise with and provide administrative support to the SMT when required, including collaboration on reports, amending documents, and ad hoc requirements such as arranging travel or assisting with booking external meeting rooms on behalf of SMT members.
• Co-ordinate Strategic Oversight Committee meetings and prepare presentations and updates to the Board.
Requirements
Candidates for this position must have at least 3-5 years' solid experience supporting leaders at C-Suite and Executive Management level.
Skills, Abilities, and Knowledge
* Team player with strong interpersonal skills and ability to work cross-functionally.
* Highly professional person with ability to gauge sensitive situations and act accordingly.
* Experience of establishing positive and productive relationships at executive level and having the tact and diplomacy to ensure these relationships are maintained.
* Committed to delivering a quality service within the company and willing to look at ways to improve practices and processes within the organisation.
* Willing to support organisational change and respond to evolving situations with a can-do attitude and proactive approach.
* Ability to work with flexibility and adapt to changing priorities with positivity and enthusiasm.
* Self-starter who can act on own initiative and proactively managing competing demands and pressures.
* Highly literate with a strong ability to compile data and information into complex reports and relay information succinctly and clearly when required.