Executive Assistant to CEO

This is an exciting opportunity for an experienced and highly organised Executive or Personal Assistant, with a talent for building strong working relationships to provide critical and comprehensive support to Chief Executive Officer (CEO) for this non profit organisation based on the Quays in Dublin 8.

Interview on Tuesday 8th March.

Main Duties/Responsibilities

• To act as the first point of contact for the CEO, proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations, complaints, and correspondence and responding directly or advising on responses to the CEO, providing clarity of outcomes/actions.
• Manage the CEO’s email inbox to ensure all important communications are flagged and receive a response.
• To make administrative arrangements and planning for internal and external meetings and conferences and attend as necessary, operating a system to ensure the CEO is fully briefed for meetings
• To provide high level secretariat support to key internal and external meetings involving the CEO, including preparing agendas, co-ordinating or writing papers, producing minutes, and ensuring follow-up actions are progressed.
• To prepare correspondence, reports, memos, and presentation material as required, noting the need for accessibility in all documentation from all sources.
• Forward plan with the Chief Executive to ensure actions are completed and meetings are scheduled in the calendar
• Providing project support; reviewing and summarising reports, presentations, and documents suitable for presentation at Board and Executive level
• Maintain a coordinated and up-to-date calendar for the CEO by determining the urgency and nature of requests, making necessary arrangements, and resolving time conflicts. Organize and schedule meetings with employees and external stakeholders. May attend meetings with the CEO to record meeting outcomes and follow-up actions.
• Review, research, summarize and relay information to the CEO. Prepare briefing notes, reports, and presentations as requested. Provide CEO’s schedule and all supporting documentation one week in advance.
• Prepare for meetings with the Board sub committees, senior leadership, and management teams (i.e., schedule, prepare logistics, attend, minute, and distribute materials for scheduled meetings, liaise with the Company Secretary as appropriate).
• Being responsible for processing expenses, credit card returns and raising purchase orders and other finance related duties as directed by the CEO
• Governance:
• Maintain all relevant lobbying information is captured across the organisation and ensure that the organisation meets its requirements under legislation
• Maintain all governance documentation on the ViClarity compliance system to ensure that the organisation meets the requirements of the Charities Regulator.
• Maintaining governance policies and reports (e.g. strategic plans).
• To undertake specific areas of responsibility and special projects as required to support the CEO.

Who we are looking for:

Our ideal candidate is a confident and proactive communicator (both verbally and in writing) and highly computer literate.

You will be enthusiastic about the organisations mission, and comfortable with a degree of uncertainty – your day will inevitably involve challenging tasks and small, and exposure to key stakeholders at all levels of the organisation.

Candidate requirements:

• Have at least 2 – 3 years’ experience in a similar role
• A self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively.
• Must be able to work collaboratively, with a range of colleagues in the wider organisation, as well as with external stakeholders.
• Sound experience of establishing positive and productive relationships at senior level within organisations and having the tact and diplomacy to ensure these are maintained effectively.
• Have experience in social media and modern communication technology
• Demonstrate a high level of accuracy, efficiency, and attention to detail
• Demonstrate experience of researching, collating, and writing briefing materials and management information reports.
• Flexibility and willingness to undertake varied responsibilities
• Ability to handle highly sensitive business communications, data and other information with confidentiality and discretion.
• Demonstrable level of numeracy and ability to analyse statistical and financial data
• Well placed send of judgement and political skills, able to exercise absolute discretion and confidentiality
• To be able to work flexibility, occasionally having to work early or late

Please submit your CV to Anne Marie in Lex Consultancy.