Executive Assistant

We are seeking an Executive Assistant to support the CEO on a 12-month maternity leave cover contract, starting on August 6, 2024.

Role Overview:

The Executive Assistant will provide strategic support and assistance in the following areas:

• CEO planning and management
• Board and Board Sub-Committee servicing
• Senior Management Team (SMT) planning, scheduling, and project management

The Board includes four sub-committees that meet quarterly:

• Finance and Fundraising
• Audit & Risk
• Nominations Evaluation and Governance
• Clinical Quality & Safety

Key Responsibilities:

CEO Planning and Management:

• Provide comprehensive administrative support to the CEO, including drafting reports, responding to emails, maintaining contact with stakeholders, and preparing presentations and proposals.
• Track all ongoing projects, workflows, and actions for the CEO to ensure timely follow-up.
• Manage the CEO’s diary, organising meetings, monitoring invitations, and ensuring optimal use of time.
• Monitor the CEO’s inbox to ensure all items are addressed or delegated as necessary.
• Maintain and enhance relationships with internal and external stakeholders.
• Assist with forward planning for meetings, ensuring the CEO has relevant documents in advance.
• Develop and maintain electronic filing systems.
• Process and submit expenses and other finance-related duties.
• Provide support for the CEO in external forums and manage the CEO’s social media in collaboration with the communications team.
• Act as the first point of contact for governmental and ministerial offices.
• Assist with the preparation of annual reports and internal event management.
• Support planning and coordination of staff events.

Board and Board Sub-Committee Servicing:

• Organise and schedule quarterly Board and Sub-Committee meetings.
• Finalise meeting agendas in collaboration with the Chair, Company Secretary, and CEO.
• Compile, collate, and disseminate relevant papers for meetings.
• Take and disseminate minutes for all meetings.
• Liaise with Board and Sub-Committee Chairs to offer administrative assistance.

SMT Planning, Scheduling, and Project Management:

• Schedule SMT meetings and Away Days, including booking venues and arranging logistics.
• Prepare meeting agendas and collate supporting documents.
• Attend SMT meetings, record action points, and ensure follow-up.
• Schedule one-on-one meetings between the CEO and SMT members.
• Provide administrative support to the SMT, including report collaboration, document amendments, and travel arrangements.
• Coordinate Strategic Oversight Committee meetings and prepare presentations for the Board.

Qualifications and Experience:

• Minimum of 3-5 years’ experience supporting leaders at C-Suite and Executive Management level.

Skills and Abilities:

• Strong interpersonal skills and ability to work cross-functionally.
• Highly professional with the ability to handle sensitive situations with tact and diplomacy.
• Proven track record of establishing positive relationships at the executive level.
• Committed to delivering quality service and improving practices and processes.
• Adaptable to changing priorities with a proactive and positive attitude.
• Self-starter with excellent organisational skills and the ability to manage competing demands.
• Strong literacy skills, capable of compiling complex reports and conveying information clearly.

Benefits:

• Full-time, 12-month fixed-term role.
• Salary: €40k p.a.
• 35-hour working week.
• 24 days annual leave.
• Potential for hybrid working arrangements following an 8-week induction period.