Executive Assistant and Office Coordinator

Job Details

An opportunity has arisen for an experienced Office coordinator and Executive Assistant to join Ireland’s largest Funded Research directorate on a full-time permanent basis. This Executive Assistant role requires an exceptionally well-organized, innovative and motivated individual who is customer-focused and passionate about making a difference.
In this role, you will report to the Business Manager and be responsible for overseeing and supporting the main Research hub and acting as the primary point of contact for clients and visitors. This organisation are a massive player in the STEM research field and is passionate about positive change in the STEM domain in Ireland so there’s a massive feel-good factor to this role on a daily basis.
Key responsibilities include:
Reporting to the Business Support Manager, the Office / Executive Support Assistant will;

  • Oversee and support the SFI office facility and act as the primary point of contact for
  • Act as a key member of the Health & Safety Committee with responsibility for relevant parties
  • Interact with the Facilities Management contractor on matters relating to office cleaning schedules, hospitality, security etc.
  • Providing administrative support services to up to two members of the Executive team
  • Acting as the primary point of contact for Directors, dealing with enquiries and requests for information and ensuring that they are kept updated at all times
  • Managing and maintaining complex calendars and scheduling a range of internal and external appointments
  • Interacting extensively with multiple parties, both internal and external and building good professional rapport with key internal and external contacts
  • Dealing with and tracking correspondence, screening emails and mail, often proactively dealing with matters on behalf of the Directors
  • Deputising as required for the Business Support Manager / Executive Support Analyst.
  • Supporting the Board Secretary in planning Board Meetings and other related events
  • Arranging workshops, events as required.

This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.

Key Expertise

  • Exceptional written, verbal, and interpersonal communication skills;
  • Ability to multitask, to prioritise and complete work effectively, to tight deadlines and to a very high standard;
  • Ability to work on own initiative with accuracy, good judgment and discretion;
  • Demonstrate high levels of integrity and discretion in handling confidential information and dealing with professionals inside and outside the organisation;
  • Ability to be a team player;
  • Ability to communicate professionally (both orally and in writing);
  • Excellent administration skills
  • Ability to represent the organisation credibly and effectively and develop key internal and external relationships;

Key Competencies

  • Communications & Influencing 
  • Personal Effectiveness 
  • Initiative and Creativity 
  • Teamwork 
  • Flexibility & Resilience 
  • Problem Analysis & Resolution 

Qualifications and Experience

  • A minimum of 3 years in a similar role
  • Experience of working within a diverse, dynamic and fast paced environment
  • Flexible and adaptable individual with a constructive ‘can do’ attitude who is willing to contribute to the development of the organisation.

On offer:

  • Competitive salary with defined progression through the grade, pension scheme (Single Public Service Pension Scheme), excellent blended working policy, life insurance, 29 days annual leave, learning and development opportunities.
  • Hybrid/remote working
  • The starting salary for this post will be €47,631 per annum for new entrants to the Public Sector. This salary will rise over time, as per the salary scale detailed below.
    Level D salary scale: €47,631 to €68,512 plus LSI per annum with contributory superannuation (pension).  

For more information on this role, please contact Karla O’Rourke at ITSearch – 0877382914
To be considered, please apply via the appropriate link

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