Role Purpose

To provide Personal Assistant (PA) services to an Executive Director within Enterprise Ireland by providing a comprehensive and efficient administration support service. The successful candidate will work closely with the Executive Director and will be responsible for delivering a diverse range of administration activities as outlined below. The Assistant Executive – Personal Assistant role will also be expected to provide similar PA duties to the CEO Office and across EI Directorates, including other members of the Senior Leadership Team as required.

Key Deliverables

• Operate a professional and proactive Personal Assistant service that delivers efficient diary management and incorporates all scheduling and forward-planning activities aligned to the Executive Director’s participation at meetings, committees, events and other business engagements
• Act as the first point-of-contact with a diverse range of internal and external stakeholders and provide a professional and courteous telephone, video conference and face-to-face / meet and greet communications service for them including handling and filtering of requests and queries and ensuring appropriate follow-up with these stakeholders on a range of business affairs
• Set up and maintain appropriate systems, processes and practices for managing a large volume and range of print and online correspondence, documentation, papers and files/records for the Executive Director
• Act as principal liaison person for the Executive Director / Senior Leadership Team by engaging with relevant managers and staff within the Directorate and the wider Organisation, to ensure that correspondence, emails and all business enquiries and requests are proactively logged, directly responded to or directed as appropriate and progressed to conclusion
• Co-ordinate, organise and administer individual and group meetings/events with a range of internal and external stakeholders, including ensuring that the Executive Director / Senior Leadership Team are equipped with all necessary information and that all associated arrangements and logistics are in place
• Provide research support as appropriate to gather data and information for input into Committee papers, presentations and reports, coupled with designing and maintaining suitable databases, spreadsheets etc and creating presentation collateral via PowerPoint etc.
• In conjunction with the Executive Director, process the accurate submission and completion of travel and expenses claims on a regular basis, coupled with administering relevant budgeting and Oracle purchasing activities for the area as required
• In conjunction with the Executive Director / Senior Leadership Team monitor the management planning and scheduling of leave, particularly at peak times to ensure business needs are met
• Provide administration and PA support to the CEO Office on a regular basis. ** It is important to note that this role will be responsible for providing leave/holiday support to the CEO office as required

Functional Competencies (Key Skills and Knowledge)

• Robust experience of working in a PA and administration role supporting senior or middle management level is essential
• Demonstrated organisational skills and experience in managing diary commitments; in establishing and maintaining effective administrative systems and processes and in coordinating meetings or events participation on behalf of a director, manager or management team is essential
• Proven capacity to manage multiple demands and competing priorities to tight deadlines is essential
• Excellent keyboard skills and a robust proficiency in all MS Office packages particularly Outlook, Word, Excel and PowerPoint is essential and an ability to learn other EI technologies and systems as required
• Demonstrable experience of handling business relationships and a variety of communications engagements (phone or face-to-face) across a diverse range of stakeholders and at all levels is essential, coupled with experience of acting as liaison or point-of-contact on behalf of a director, manager or management team
• Sound judgement, professionalism, confidentiality and discretion
• Comprehensive understanding of EI’s role, structures and services
• Excellent accuracy and attention to detail with the ability to process data and information efficiently
• Strong writing and oral communication skills with an ability to engage and interact effectively across all levels in a busy environment
• Strong interpersonal skills and ability to positively contribute to the work of a busy team and willingness to take on other key projects as may be assigned from time to time

Enterprise Ireland Behavioural Competencies

Results Focused
The ability to remain outcome and results focused with regard to business priorities and organisational goals, monitoring progress and adjusting approach ensuring delivery against the appropriate timescales.

Innovation and Risk-Taking
Actively encourages new ideas, experimentation and measured risk-taking, while always being on the lookout for opportunities to continuously improve business processes and efficiencies within Enterprise Ireland and client organisations.

Problem Solving and Decision-Making
The ability to be decisive and take tough decisions about clients, people and costs to deliver sustainable results, using the analysis of information and situations to make logical and sound decisions.

Client Focused
The ability to provide an excellent client service focusing on client needs and building and maintaining effective personal and business relationships to advance clients’ objectives and Enterprise Ireland strategy.

Communicating with Impact to Influence Others
Communicates in a manner that will persuade, convince and influence their own staff and others, both internally and externally, in order to motivate, inspire or encourage them to follow a particular course of action.

Teamworking
Co-operates with colleagues, shares information and respects the opinions and values of staff members. Understands the skills, experience and knowledge of staff members and maximises how these can be utilised to the benefit of the department, the organisation and the client.