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 organisational 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 the CEO.
Board and Governance Support
* Act as a key liaison 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.
* 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 SLT members as needed, including calendar management, meeting coordination, and document preparation.
* Support coordination of SLT meetings, strategy days, and team offsites, including agenda setting and material preparation.
* 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 professionalism and discretion.
* Contribute to special projects and ad-hoc administrative tasks.
Essential Qualifications and Requirements
* At least 3 years' experience supporting C-level executives as an Executive Assistant, Personal Assistant, or in a similar role.
* Excellent organisational and time-management skills, with the ability to prioritise effectively.
* Strong written and verbal communication skills to engage with diverse stakeholders.
* High level of professionalism and discretion handling sensitive information.
* Ability to prioritise, manage multiple responsibilities, and work independently.
* Experience with complex executive travel arrangements.
* Proficiency in Microsoft Office tools.
Desirable Qualifications
* Degree or diploma reflecting commitment to personal and professional development.
* Experience in the non-profit or public sector.
* Understanding of board governance processes and charity compliance.
* Project delivery experience demonstrating leadership and successful initiative management.
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
Applicants must submit a current CV and cover letter outlining motivation for applying. The successful candidate will be subject to Garda vetting. Candidates must be eligible to work full-time in Ireland. More information is available at www.vi.ie. For informal enquiries, contact recruitment@vi.ie.
Garda Vetting
Garda Vetting will be conducted as part of the selection process in accordance with the VI Garda Vetting policy.
Equality, Diversity, and Inclusion
Vision Ireland is committed to creating an inclusive environment that celebrates diversity and promotes equality of opportunity. We welcome applicants from all backgrounds, including those with disabilities, and strive to ensure accessibility and support for all employees and service users.
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