Job description

We are delighted to be recruiting for a Senior Administrative Assistant to the CEO on behalf of our client, The Food Safety Authority of Ireland, for a fixed term contract

ROLE Assistant to the CEO (Senior Administrative Assistant) – Fixed Term (11 months)

JOB PURPOSE

The office of the CEO is a dynamic, high paced enviornment handling strategic and operational matters daily. This role supports the CEO and Senior Leadership Team (SLT) by coordinating activities, managing communications, and ensuring the efficient oversight of the delivery of business plans and strategy.

Key skills required include strong communication, discretion, organisation, problem-solving, and the ability to work accurately under tight deadlines. While based in Dublin, the role follows a blended working policy with some on-site flexibility as needed. For the initial training period of 3 months, this role will be based in Dublin 1 full-time on-site.

JOB ENVIRONMENT

The Food Safety Authority of Ireland (FSAI) is a statutory, science-based national agency. The role of the FSAI is to ensure that food consumed, produced, distributed or marketed in Ireland is to the highest possible standards.

KEY RESPONSIBILITES

This role requires a proactive, detail-oriented professional who can navigate complex priorities while maintaining confidentiality and efficiency.

CEO Support

• Prepare reports, presentations, and briefings for internal and external stakeholders
• Conduct research, proofread documents, and monitor policy changes relevant to the work of the CEOs office.
• Provide operational support to the CEO and SLT

Scheduling & Communication

• Manage the CEO’s calendar, prioritise meetings and coordinate appointments
• Oversee email correspondence, draft responses, and ensure timely follow-ups

Senior Leadership Team (SLT) Support

• Organise SLT meetings, prepare agendas, and track key decisions
• Monitor progress on business plan deliverables and ensure timely updates

Travel & Expenses

• Arrange CEO’s travel logistics and prepare itineraries
• Handle expense reporting and purchase orders

Additional Duties

• Represent the CEO’s Office on internal committees and working groups
• Track correspondence and ensure timely responses
• Manage financial approvals

REQUIRED KNOWLEDGE & SKILLS

• Leaving Certificate or equivalent and a minimum of 2 years’ experience in a similar position
• Proficiency in Microsoft Office Suite, collaboration technologies and tools, and presentation software
• Exceptional written and verbal communication skills
• Strong organisational and time management skills
• Ability to work on own initiative
• Ability to multi-task and prioritise effectively in a fast-paced environment
• High level of discretion and professionalism
• Detail-oriented and resourceful problem solver
• Flexibility to adapt to changing priorities and schedules

REQUIRED COMPETENCIES

Teamwork

• Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues
• Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise
• Values and supports the development of others and the team
• Encourages and supports new and more effective ways of working
• Deals with tensions within the team in a constructive fashion
• Encourages, listens to and acts on feedback from the team to make improvements
• Actively shares information, knowledge and expertise to help the team to meet it’s objectives

Analysis and Decision Making

• Effectively deals with a wide range of information sources, investigating all relevant issues
• Understands the practical implication of information in relation to the broader context in which s/he works – procedures, divisional objectives etc.
• Identifies and understands key issues and trends
• Correctly extracts & interprets numerical information, conducting accurate numerical calculations
• Draws accurate conclusions & makes balanced and fair recommendations backed up with evidence

Delivery of Results

• Takes ownership of tasks and is determined to see them through to a satisfactory conclusion
• Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation
• Constructively challenges existing approaches to improve efficient customer service delivery
• Accurately estimates time parameters for project, making contingencies to overcome obstacles
• Minimises errors, reviewing learning and ensuring remedies are in place
• Maximises the input of own team in ensuring effective delivery of results
• Ensures proper service delivery procedures/protocols/reviews are in place and implemented

Interpersonal and Communication Skills

• Modifies communication approach to suit the needs of a situation/audience
• Actively listens to the views of others
• Liaises with other groups to gain co-operation
• Negotiates, where necessary, in order to reach a satisfactory outcome
• Maintains a focus on dealing with customers in an effective, efficient and respectful manner
• Is assertive and professional when dealing with challenging issues
• Expresses self in a clear and articulate manner when speaking and in writing

This job description is subject to change from time to time, in line with the FSAI’s work requirements.

PROBATION

A probationary period of 3 months will apply.

ANNUAL LEAVE

24 days

SALARY SCALE (Senior Administrative Assistant)

In line with Government pay policy, the starting pay for this position will be at the first point on the pay scale. If you are currently a serving civil or public servant, your entry point to the pay scale may be higher based on your current salary.

€34,457 – €36,258 – €37,661 – €39,315 – €41,088 – €42,701 – €44,636 – €46,575 – €48,519 – €50,465 –

€52,455 – €54,503 – €56,557 – €58,834

Closing date for applications for this role is Tueday 3rd of June 2025 at 5pm