Title: Executive Assistant/Facilities Co-Ordinator Grade: Level B Department People Operations and Facilities Reporting To: Facilities Manager Location: East Point, Dublin Job Reference: EI.029.25E Salary: €26,304
Applicants must have employment eligibility to work in Ireland and to be available to work from one of the Enterprise Ireland locations specified for the role.
Role Purpose: Reporting to the Facilities Manager, the Facilities Co-Ordinator plays a crucial role in delivering a range of facilities services for Enterprise Ireland which include managing incoming calls, ensuring a professional reception service and providing administrative assistance to the facilities manager and Health and Safety Officer. The reception/switchboard service serves as the first point of contact for clients, visitors, and stakeholders and it is very important that our visitors have a positive, welcoming experience.
The successful candidate will be a key member of a professional team and is expected to deliver professional, efficient, courteous, and helpful client services, upholding the Agency’s corporate standards, image, character and culture.
Key Deliverables:
Provide a professional and efficient front-of-house Reception and Switchboard service as first point- of-contact for client companies and all stakeholders.
Represent EI’s professional corporate image as a leading economic development agency by adopting and portraying a welcoming, positive approach towards all stakeholders.
Ensure an effective, efficient, and seamless meet, greet and registration service is provided at EI’s reception at all times.
Assist and direct stakeholders with their queries and information requests e.g. provision of information or referral in relation to EI programmes / initiatives / offers / events.
Proactively engage with colleagues on management of EI hosted events/programmes and meetings.
Ensure Reception area is maintained and visually presentable, safe, clean and tidy at all times with up-to-date collateral accessible to stakeholders.
Operate Enterprise Ireland’s switchboard systems answering incoming calls, providing information, transferring/routing calls appropriately and taking messages where necessary.
Organise and coordinate taxis for internal and external stakeholders.
Provide up-to-date registration information as and when required for Health & Safety purposes etc.
Ensure receptionists provided by EI’s Facility Management Service providers are fully trained on all reception and switchboard duties.
Undertake administration duties in connection with facility maintenance, such as reviewing and filing of reports.
Conduct weekly meetings with cleaning supervisor to review cleaning audits and ensure that high cleaning standards are consistently maintained.
Ensure seamless coordination between the EI post room, taking responsibility for the efficient operation of processes.
Raise purchase requisitions for flights and accommodation for EI staff members as part of a wider requisitioning team ensuring that requisitions are raised promptly.
Undertake other relevant duties as may be assigned from time to time.
Key Functional Competencies (Key Skills and Knowledge):
Proven skills and experience of delivering a professional and efficient face-to-face and telephone client service is essential.
Previous experience of using Microsoft Office or similar packages is essential.
Excellent organisational skills.
Ability to work in a demanding front-of-house environment
Ability to develop a strong knowledge of the organisation, its functions and key associated staff.
Ability to develop knowledge of Reception/Switchboard-specific communications systems, services, tools and supports and a range of online booking systems for externally provided services such as couriers.
Ability to proactively keep up to date and well-informed on organisational events/programmes and to access information on the corporate website and intranet.
The ability to be 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 look out 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 EI 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.
Networking
Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information.
Acting / Leading with Integrity
Communicates the EI purpose, values and approach, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others
Developing Yourself & Others
Creates an environment that enables you and others to excel in terms of job performance.
Salary Scale:
€26,304 to €44,029 per annum contributory superannuation Rising to €46,640 by long service increments
€25,242 to €42,098 per annum non-contributory superannuation Rising to €44,579 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 (template attached – maximum 2 pages) 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 the supporting document accompanying your CV.
To apply for one of these positions, send a detailed CV and completed supporting document quoting reference number EI.029.25E to louise.morrison-baynes@osborne.ie or contact Louise Morrison-Baynes on 01 638 4400.
ISSUED BY HR DEPARTMENT, ENTERPRISE IRELAND ON TUESDAY 25 FEBRUARY 2025 Enterprise Ireland is an equal opportunity employer
