Personal Assistant to Chief Executive

PA to Chief Executive

Location: Dublin (onsite)

Reporting To: Chief Executive

Contract Duration: Maternity Cover

Salary Range: € 31,934 per annum

Working Hours: 35 Hours, Monday- Friday

Role Overview

Reporting to the Chief Executive, the role of the PA is to support the Chief Executive (CE) through day-to-day in-office and administrative support, ensuring the smooth and timely operation of the CE Office. The role also supports the coordination of CE office activities, helping to ensure that requests, correspondence, meetings and follow-up actions are managed in an organised, timely and confidential manner.

The Administrator will work closely with the following:

• Chief Executive and Executive Assistant
• Leadership Team
• Operational Excellence Manager
• Secretary/ Other areas within the company that is required

Key Responsibilities

Operational Objectives

• Provide effective administration support to the Chief Executive including mailbox and diary management, typing, post, telephone queries, filing, photocopying etc., including the timely triage of incoming requests and correspondence, identifying matters requiring CE attention and escalating these appropriately.
• Provide practical in-office support to the Chief Executive, including support for meetings, visitors, documents and immediate follow-up actions.
• Acting as a point of contact for the OCE department, providing timely and effective responses to correspondence received.
• Assist with arranging meetings internally and externally and prepare documents and agendas in advance, as required, including coordinating briefing packs, tracking actions and maintaining forward schedules for key meetings and submissions.
• Working with all members of the OCE to ensure delivery of excellent customer service.
• Manage complex travel arrangements and visa requirements for CE.
• Assist with the coordination of the monthly HLT meetings and documents required, including collating papers, checking completeness and version control, and supporting timely circulation of documentation.
• Handling of confidential information and organising and maintaining files, records, trackers and shared documentation in a structured and up-to-date manner.

Administrative work

• Provide support and cross cover to other sections.
• Liaising with other departments across the organisation.
• Assist with the development of SOPs (standard operating procedure) within the OCE department.
• Liaising with external stakeholders and other European regulatory authorities, including supporting meeting logistics, maintaining contact records, preparing background material where required, and helping to ensure timely responses to external stakeholder requests.
• Assist when required with external events organised by the Company and CE office.

Communication/Customer Service

• Ensure effective and regular communication within the team
• Working with the team to ensure delivery of efficient and effective customer service.
• Ensuring that policies and procedures are communicated in a consistent way to stakeholders.
• Liaising with relevant external organisations in relation to activities and processes relevant to the section.
• Ensuring that appropriate mechanisms are in place to support interactions with other areas of the company, and proactively monitoring deadlines, follow-up items and competing priorities within the CE office.

Quality Management

• Supporting the effective management of the Quality Management System within the CE office.
• Ensuring that appropriate SOPs are in place and in use, for the activities of the CE Office.
• Participate, as required, in internal audits, and working on the implementation of any required corrective actions.

Performance Management

• Working with the Chief Executive to agree appropriate performance related targets.
• Taking measures to identify and resolve issues impacting performance, reporting regularly on progress against specified objectives, goals and performance targets.
• Participating in the performance development programme (PDP) of the organisation and contributing to the setting of goals and objectives.
• Promoting a positive, open, friendly and professional working environment.

General

• Provide Reception cover as required
• Performing other duties as the Company may reasonably require.

Qualifications, Skills & Experience

• Previous experience in a fast-paced office environment (a minimum of 1 year) preferably in a PA role with a focus on confidentiality.
• Excellent organisational skills including the ability to prioritise and manage large volumes of applications, requests and correspondence, and to exercise sound judgement on matters requiring escalation.
• Can work well under pressure, with short deadlines and unexpected/unplanned changes.
• Excellent attention to detail and efficient diary management.
• Ability to meet milestones/deadlines and reach targets.
• Excellent communication skills both written and verbal, with a high level of discretion.
• A proven track record of working in a team environment requiring a high degree of flexibility.
• Strong interpersonal skills to liaise with relevant parties as required.
• Excellent knowledge of Microsoft office/Adobe and database administration, with the ability to maintain accurate digital records, shared files, trackers and meeting documentation
• Flexibility with working hours to meet the business needs

INDB