JOB TITLE: EXECUTIVE ASSISTANT
LOCATION: Ringwood Office, Damastown Close, Dublin **Apply on the
website**
REPORTS TO: Chief Executive Officer
HOURS: **Apply on the website** hours per week. Some out of hours work
may be required.
JOB TYPE: Permanent
SALARY: **Apply on the website**,**Apply on the website**
PURPOSE: To provide professional administrative and project management
support to the Chief Executive and Senior Management Team.
CONTACT EMAIL: **Apply on the website**
APPLICATION REF. DU- EA**Apply on the website**
Coolmine is a leading drug and alcohol treatment centre providing
community, day and residential services to men and women with
problematic substance use and their families in Ireland. Established
since **Apply on the website**. Coolmine Therapeutic Community
believes that everyone should have the opportunity to overcome
addiction and lead a fulfilled and productive life.
We now have a vacancy for an Executive Assistant. The successful
candidate will report to the Chief Executive and will provide highly
professional and wide-ranging PA support to the CEO and provide day to
day operational /administrative support to the senior management team.
This position is often privy to confidential information and as such,
requires diplomacy and discretion.
ROLE RESPONSIBILITIES: (INCLUDE, BUT NOT LIMITED TO)
* Provision of administrative and secretarial assistance to the CEO
and Head of Services including typing of documents, preparing
presentations, managing projects using MS Office and other desktop
applications, the internet and email systems.
* First point of contact for the CEO, proactively and promptly
managing the Chief Executive diary, to prioritise meeting request,
invitations, events and travel arrangements.
* Co-ordinate administrative arrangements and planning for internal
and external meetings.
* Organise and schedule meetings with external stakeholders. On
occasions attend meetings to record outcomes and follow-up actions.
* Manage the Chief Executive?s email inbox via a ?flagging
system? to ensure all important communications are flagged and
receive a response. Refer correspondence and calls to other
appropriate individuals if matters can be responded elsewhere.
* Disseminate information to Senior Management Team and maintain a
system to ensure follow up and completion of actions.
* Manage the CEO?s social media (Twitter & LinkedIn) by liaising
with the internal communications department to highlight significant
days in the calendar, organisation wide projects and
webinars/conferences and building an online presence representing the
organisations mission and values at all times.
* Organise and keep track of all projects and files handled by the
CEO. Create and maintain databases and tracking systems.
* Develop and maintain the CEO?s paper filing and online Microsoft
Teams Board and Executive folders. Make sure documentation is uploaded
and up to date weekly.
* Schedule and prepare Board sub-committee meetings and Senior
Management Team Meetings. (This includes preparation of the logistics
for the meeting, attendance, taking minutes, distribute materials for
scheduled meetings and liaise with the Company Secretary as
appropriate).
* Annually review the Board Induction documentation and filing
system in liaison with our company secretary.
* Being responsible for processing expenses, credit card returns and
raising purchase orders and other finance related duties as directed
by the CEO.
* Ensure all emails sent to the CEO are followed up and updated /
maintain files, ensure transparency.
* Maintenance of appropriate records and files as required by the
CEO or the other senior management members.
* Prepare agenda?s, files and relevant paperwork for meetings,
business trips and for other purposes, as required by the CEO and
other senior management members.
* Organising travel and accommodation arrangements for CEO, Senior
Management Team, and other colleagues where necessary.
* Provide administrative support to the Board of Directors where
needed.
* Attend to additional administrative and secretarial duties as
requested by the CEO or the Senior Management Team from time to time
PERSON SPECIFICATION
EXPERIENCE/KNOWLEDGE
* Must have **Apply on the website** years? experience in an EA/PA
role previously
* Confident and proactive communicator (both verbally and in
writing) and highly computer literate.
* Proficient in Microsoft suites (Word, Excel, Powerpoint, Teams and
Zoom) and other computer applications.
* Strong customer service skills, willingness to go above and beyond
* Trustworthy
* Adaptable, Flexible and Open to Change.
COMPETENCES REQUIRED
* Strong interpersonal skills
* Ability to manage sensitive and confidential situations with tact,
professionalism and diplomacy.
* Skills to help and deliver quality service
* Excellent organisational and planning skills.
* Ability to support the management of change and be responsive to
evolving organisational change.
* Professionalism and discretion in handling highly sensitive
business communications, data and other information with
confidentiality.
* A self-starter, capable of acting on own initiative and
proactively managing competing demands and pressures and able to
multi-task effectively.
* Must be able to work collaboratively, with a range of colleagues
in the wider organisation, as well as with external stakeholders.
* Sound experience of establishing positive and productive
relationships at senior level within organisations and having the tact
and diplomacy to ensure these are maintained effectively.
* Have experience in social media and modern communication
technology
* Demonstrate a high level of accuracy, efficiency, and attention to
detail
* Demonstrate experience of researching, collating, and writing
briefing materials and management information reports.
* Flexibility and willingness to undertake varied responsibilities
* Demonstrable level of numeracy and ability to analyse statistical
and financial data
* Well placed sense of judgement and political skills, able to
exercise absolute discretion and confidentiality.
* Evidence of an ability to ?think outside the box? and generate
and implement creative solutions.
* Ability to work flexibility, occasionally having to work early or
late
APPLICATION PROCESS:
Interested candidates who meet the Person Specification requirements
should send their CV & cover letter with application reference code to
Justinah Bello at **Apply on the website**. Please quote this
application reference DU ? EA**APPLY ON THE WEBSITE**.
The closing date for applications is 5PM ON MONDAY **APPLY ON THE
WEBSITE**TH AUGUST, **APPLY ON THE WEBSITE**.
_COOLMINE THERAPEUTIC COMMUNITY IS AN EQUAL OPPORTUNITIES EMPLOYER._
We need : English (Good)
Type: Permanent
Payment:
Category: Others
