Job Title: Executive Assistants (Various Departments)
Grade: Level B
Division/Departments: Various
Reporting to: Department Manager/Team Leader
Location: Eastpoint, Dublin & any other Irish EI location as they arise.
Ref: EI.009.23E
Salary: €26,304 - €44,029 per annum contributory superannuation
Rising to €44,826 by long service increments
€25,242 - €42,098 per annum non-contributory superannuation
Rising to €42,833 by long service increments.
Background:
Enterprise Ireland is seeking to recruit Executive Assistants to provide Secretarial/Administration support services to a number of Departments within the Agency. Enterprise Ireland is the Government organisation responsible for the development and growth of Irish enterprises in world markets.
The role of an Executive Assistant is to support one or more Departments within Enterprise Ireland to deliver on their strategic objectives by providing a comprehensive secretarial and administrative support service.
Key Responsibilities:
* Provide a secretarial service to the Department Manager including scheduling and managing diary and appointments; typing and filing; telephone answering; organising one-to-one/team meetings.
* Provide a day-to-day administration support service to colleagues within the assigned Department as follows:
o Provide general administration services to the team including preparing letters/emails,
o Support the set-up and maintenance of the Departments' files and records.
o Engage and communicate with a range of diverse internal and external stakeholders.
* Create and update databases and spreadsheets to include collating, entering, processing and verifying a range of data and information.
* Support the set-up and maintenance of the Department's files and records
* Prepare and produce data/information reports at regular intervals.
* Support content development for online and print publications and material as required.
* Record team sick leave on EI's E-HR Time and Attendance System.
* Budgets administration for the Department incl Oracle purchase requisitions and reporting.
* Provide administrative support for key projects as may be assigned from time to time.
* Plan and organise meetings, events and initiatives.
* Handle general telephone, email and face-to-face enquiries.
* Organise and coordinate travel, accommodation and catering arrangements as required.
* Source rooms/venues and arrange associated logistics, IT and Facilities requirements.
* On the day registration-desk activities, support and follow-on post-event activities
* Support the preparation, implementation and delivery of a range of EI's Programmes, Panels and Support Schemes as follows:
o Monitor and maintain specific mailboxes on a regular basis and respond to queries.
o Coordinate, assemble and organise delivery of related documentation.
o Input and record relevant data and information into a range of IT systems to support the management and delivery of these Programmes and Support Schemes.
* Provide secretariat support including organising logistics, scheduling and minute-taking.
* Provide administration support for new Programme/Scheme cycles review processes.
* Engage and interact with a range of diverse internal and external stakeholders.
* Play an active role as a key contributor to the team.
Functional Competencies:
* Excellent secretarial, administration and organisational skills are essential.
* Demonstrated evidence of robust computer literacy and typing/keyboard skills (i.e. MS Office skills including Outlook, Word, Excel and PowerPoint) is essential, coupled with an ability to learn new technologies and use EI's specific software systems.
* Demonstrated ability to prioritise tasks and manage work efficiently to strict deadlines.
* Excellent accuracy and attention to detail with the ability to process data efficiently.
* Experience of implementing business processes and operating business systems is desirable i.e. use of business information systems and reporting tools.
* Broad understanding of EI's role, structures and services and an interest in the development and growth of EI's client companies is desirable.
* Strong oral and writing English communication skills with an ability to engage and interact effectively with client companies and other stakeholders in a busy business environment.
* Sound judgement, professionalism, confidentiality and discretion.
* Willingness to take on other key projects as may be assigned from time to time.
* Strong interpersonal skills and ability to positively contribute to the work of a busy team.
* A relevant qualification e.g., in secretarial, administration, office skills or a similar discipline is desirable.
Behavioural Competencies:
* Results Focused
* Innovation and Risk-Taking
* Problem Solving and Decision-Making
* Client Focused
* Communicating with Impact to Influence Others
* Teamworking
* Embracing & Leading Change
* Acting / Leading with Integrity
* Networking
* Developing Yourself & Others
Application and Selection Process:
The selection process may include short-listing of candidates. The selection criteria will be based on the requirements of the position. It is therefore important that you provide a detailed and accurate account of where you believe your skills and experience meet the requirements for the position.
Candidates should note that entry will be at the minimum of the relevant scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance, increments may be payable in line with current Government Policy.
Enterprise Ireland is an equal opportunities employer