JOB TITLE: Executive Assistant to CEO
REPORTING TO: CEO
SALARY: ?**Apply on the website**,**Apply on the website** to
?**Apply on the website**,**Apply on the website** per annum
(depending on experience)
CONTRACT TYPE: Full time, three-year contract
LOCATION: Shine?s head office in Maynooth with flexibility for
remote working
ABOUT SHINE
Shine is a national organisation providing information and support for
people affected by mental health difficulties. We aim to empower
people with mental health difficulties and their families through
support, information and education. We also advocate for social change
by promoting and defending the rights of all those affected by mental
health difficulties to equal support and quality services.
PURPOSE OF ROLE:
This is an exciting opportunity for an experienced and highly
organised Executive/ Administration Assistant, with a talent for
building strong working relationships to provide comprehensive support
to Chief Executive Officer (CEO) and national management team.
The successful candidate will provide highly professional and
wide-ranging PA, administration, and project management support to the
Chief Executive and national management team. This position is often
privy to confidential information and requires discretion
DUTIES AND RESPONSIBILITIES:
* Provide effective, executive-level administrative support to the
Chief Executive Officer including scheduling and managing
appointments, supporting the preparation of documents, reports,
presentations and organisation of one-to-one/team/virtual meetings and
external meetings.
* Act as the first point of contact for the CEO, proactively and
promptly reviewing and tracking incoming enquiries such as emails,
invitations, complaints, and correspondence, responding directly or
advising on responses to the CEO, providing clarity of
outcomes/actions.
* Make administrative arrangements and plan for internal and
external meetings and conferences, attending as necessary and operate
a system to ensure the CEO is fully briefed for meetings.
* Prepare for meetings with the board and sub committees and
national management team (i.e., schedule, prepare logistics, attend,
minute, and distribute materials for scheduled meetings).
* Provide project support; conducting research, reviewing and
summarising reports, presentations, and documents suitable for
presentation at management and board level
* Organise and keep track of all projects and files handled by the
CEO. Create and maintain databases and tracking systems. Anticipate
CEO?s needs and create solutions.
* Co-ordinate completion of Service Level agreements within
specified timeframe: ensure the collation of all relevant information
and submission of SLA?s to Shine?s funders.
* Provide confidential administrative support to Head of Governance
and HR when required
* To undertake specific areas of responsibility and special
projects, as required, to support the CEO and national management
team.
PERSON SPECIFICATION
* Excellent communications, presentation and writing skills.
* Strong organisation and time management skills.
* Must be able to work collaboratively, with a range of colleagues
in the wider organisation, as well as with external stakeholders
* Must demonstrate a high level of accuracy, efficiency and
attention to detail
* Experience of researching, collating and writing briefing
materials and proof-reading documents
* Flexible and willing to undertake varied responsibilities
* Ability to handle highly sensitive business communications, data
and other information with confidentiality and discretion
QUALIFICATIONS AND REQUIREMENTS
* At least 5 year?s work experience a Senior Administration
Executive/ Executive Assistant or similar role
* Strong IT skills / computer literate (Microsoft Office Packages
e.g. SharePoint)
* Experience of using Salesforce CRM an advantage
SHINE BENEFITS INCLUDE:
* Support and supervision provided by your line manager on a regular
basis.
* Training and ongoing professional development.
* Flexible working hours.
* Access to Employee Assistance Programme.
* **Apply on the website** days annual leave per annum (pro rata for
part time employees) plus one wellbeing day per annum.
* Bike to work scheme.
* Paid maternity and paternity leave.
APPLICATION PROCESS
APPLICATION IS BY OFFICIAL SHINE APPLICATION FORM ONLY. CV?s will
not be accepted. Send your completed Application Form in Microsoft
Word or PDF format to **Apply on the website**.
APPLICATION DEADLINE: 5pm on Thursday **Apply on the website**th
January **Apply on the website**
CONDITIONS OF APPOINTMENT: All offers of posts are subject to
completion of HSELand Children First E-learning programme prior to
commencement of employment.
NOTE: Due to the anticipated large number of applicants, we will not
be able to reply to unsuccessful candidates. We thank you for your
interest and appreciate the time and effort you have taken to apply
for the post on offer.
We need : English (Good)
Type: Permanent
Payment:
Category: Health
