Executive Assistant - CEO Office - Osborne
Job Summary
  • Dublin
  • Permanent
  • 5th June 2024
  • -
  • Ref ID: #41520

Job Description

  • Location: Dublin, Dublin
  • Type: Permanent
  • Job #41520

Title: Executive Assistant – CEO Office
Grade: Level C
Department: CEO Office
Reporting to: Chief Executive Officer
Location: East Point, Dublin
Job Reference: EI.086.24E
Salary: €29,439 Close date: Tuesday 25th June 2024

Role Purpose
To provide comprehensive and efficient administration support service for the Chief Executive Officer (CEO) within Enterprise Ireland.
The successful candidate will work closely with the CEO and will be responsible for delivering a diverse range of administration activities as outlined below.
The Executive Assistant will also be expected, from time to time and in exceptional circumstances, to provide similar PA duties across EI Directorates, including other members of the Senior Leadership Team.

Key Deliverables

 

  • Operate a professional and proactive support service that delivers efficient diary management and incorporates all scheduling and forward-planning activities aligned to the CEO’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 CEO.
  • Act as principal liaison person for the CEO by engaging 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 CEO, 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 CEO / Senior Leadership Team monitor the management planning and scheduling of leave, particularly at peak times to ensure business needs are met.
  • Provide advice and guidance to the CEO on overall commitment levels and effective time management.

Functional Competencies (Key Skills and Knowledge)

  • Demonstrated organisational skills and experience in managing diary commitments; in establishing and maintaining effective administrative systems and processes and in coordinating meetings or events 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 may be required.
  • Demonstrated 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.
  • 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.

Embracing & Leading Change
Understands the business agenda of Enterprise Ireland and embraces changes for area of responsibility and for external and internal clients.

Acting / Leading with Integrity
Lives the Enterprise Ireland purpose and values, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others, placing the genuine needs of the client, the organisation, and staff ahead of personal agendas.

Networking
Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information.

Developing Yourself & Others
Creates an environment that enables others to excel in terms of job performance.

Salary Scale:

€29,439 to €55,209 per annum contributory superannuation
Rising to €58,823 by long service increments.

€28,171 to €52,589 per annum non-contributory superannuation
Rising to €55,986 by long service increments.

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.
Point of entry on this salary scale may differ from the minimum point of the scale if the successful candidate is a current public or civil servant.

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. This should be contained in a short document (maximum 2 pages – see template provided) accompanying your CV.
Applicants should note that, for shortlisting purposes in particular, clear evidence of the functional competency requirements listed as essential in this specification must be demonstrated as part of your supporting document accompanying your CV.
To apply for one of these positions, send a detailed CV and completed supporting document quoting reference number EI.086.24E to [email protected] or contact Maisie Doyle on 01 638 4400.

ISSUED BY HR DEPARTMENT, ENTERPRISE IRELAND

Enterprise Ireland is an equal opportunities employer

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    Job Summary
    • Dublin
    • Permanent
    • Nov 17, 2022
    • Competitive
    • Ref ID: 123456