Executive Assistant – Level B
Title: Executive Assistant
Grade: Level B
Department: Dublin Region and Regional Development
Division: Regions and Entrepreneurship
Reporting to: Department Manager
Location: East Point, Dublin
Job Reference: EI.012.19
Osborne Recruitment is working with Enterprise Ireland to recruit an Executive Assistant to provide secretarial and administration support services across the organisation
Enterprise Ireland is the government organisation responsible for the development and growth of Irish enterprises in world markets. Enterprise Ireland works in partnership with Irish enterprises to help them start, grow, innovate and win export sales in global markets.
To support the Dublin Region and Regional Development Department to deliver on their strategic objectives by providing excellent administrative and secretarial support. The successful candidate will work closely with the Department Manager and the wider team and will be responsible for delivering a diverse range of clerical and administration activities in an efficient and effective manner.
- Provide a secretarial service to the Department Manager including scheduling and managing diary and appointments; creating presentation collateral via PowerPoint, typing and filing; telephone answering; organising one-to-one/team meetings.
- Provide a day-to-day administration support service to colleagues within the Department as follows:
- 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.
- Provide general administration services to the team including preparing letters/emails.
- Engage and communicate with a range of diverse internal and external stakeholders.
- Create and update databases and spreadsheets to include collating, entering, processing and verifying a range of data and information.
- Prepare and produce data/information reports at regular intervals.
- Support content development for online and print publications and material as required.
- Record team sick leave on EI’s E-HR Time and Attendance System.
- Budgets administration incl Oracle purchase requisitions and reporting.
- Provide administrative support for key projects as may be assigned from time to time.
- Plan and organise meetings, events and initiatives.
- Handle general telephone, email and face-to-face enquiries.
- Organise and coordinate travel, accommodation and catering arrangements as required.
- Source rooms/venues and arrange associated logistics, IT and Facilities requirements.
- On the day registration-desk activities, support and follow-on post-event activities
- Play an active role as a key contributor to the team.
Functional Competencies (Key Skills and Knowledge)
- Excellent secretarial, administration and organisational skills are essential.
- Demonstrated evidence of robust computer literacy and typing/keyboard skills (i.e. MS Office skills including Outlook, Word, Excel and PowerPoint) is essential, coupled with an ability to learn new technologies and use EI’s specific software systems.
- Demonstrated ability to prioritise tasks and manage work efficiently to strict deadlines.
- Excellent accuracy and attention to detail with the ability to process data efficiently.
- Experience of implementing business processes is desirable i.e. use of business information systems and reporting tools.
- Broad understanding of EI’s role, structures and services and an interest in the development and growth of EI’s client companies is desirable.
- Strong communication skills with an ability to engage and interact effectively in a business environment both through oral and written communications.
- Sound judgement, professionalism, confidentiality and discretion.
- Willingness to take on other key projects as may be assigned from time to time.
- Strong interpersonal skills and ability to positively contribute to the work of a busy team.
Enterprise Ireland Behavioural Competencies
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.
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.
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.
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.
€20,451 to €36,486 per annum contributory superannuation
Rising to €38,835 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.
How to apply:
If applying as an external applicant, please send your updated CV for review to Maisie.firstname.lastname@example.org or phone Maisie Doyle on 01-638 4400.
Friday 22nd February 2019