JOB TITLE: EXECUTIVE ASSISTANT TO C.E.O
(MATERNITY LEAVE CONTRACT)
LOCATION: Head Office, Blanchardstown Corporate Park, Dublin **Apply
on the website**
REPORTS TO: Chief Executive Officer
HOURS: * hours per week. Some out of hour’s
work required each quarter.
JOB TYPE: 9 Month Fixed Term Contract
PROJECTED START DATE: As Soon As Possible
SALARY: € *, *
PURPOSE: To embrace the vision, mission and values of Coolmine and to
provide executive support to the Chief Executive and Head of Services.
CONTACT EMAIL: *
APPLICATION REF. HR/DUB/ADS/EA/**APPLY ON THE WEBSITE**
Coolmine is a leading drug and alcohol treatment service providing
community, day and residential services to men and women with
problematic substance use and their families in Ireland established
since *. Coolmine Therapeutic Community
believes that everyone should have the opportunity to overcome
addiction and lead a fulfilled and productive life.
The Executive Assistant provides strategic support and assistance in
the following ways:
* CEO planning and management
* Board servicing and servicing of the four Board Sub-Committees
(see below)
* SMT planning, scheduling, project planning
The Board of Coolmine has four sub-committees which meet quarterly and
report directly into the Board. These are:
* Finance and Fundraising
* Audit & Risk
* Nominations Evaluation and Governance
* Clinical Quality & Safety
ROLE RESPONSIBILITIES: (INCLUDE, BUT NOT LIMITED TO)
CEO PLANNING AND MANAGEMENT:
* Provide comprehensive, administrative support to the CEO including
drafting and writing reports, responding to emails on behalf of the
CEO, maintaining contact with external stakeholders via email and
telephone, and preparing presentations and proposals.
* Track all ongoing projects, workflow and actions for the CEO to
ensure all items are followed up on promptly.
* Proactively manage the CEO’s diary by organizing internal and
external meetings, both online and in person, monitoring meeting
invitations and responding accordingly, as well as managing the
CEO’s diary to ensure optimal use of CEO’s time.
* Proactively monitoring the CEO’s Inbox to ensure all items are
followed up accordingly and, when necessary, are disseminated to other
members of the Senior Management Team for additional follow up and
action.
* Maintain and enhance existing relationships between the CEO and
both internal and external stakeholders by acting as first point of
contact for the CEO, as well as developing and nurturing new strategic
partnerships to further enhance the reputation of the CEO and
strengthen the Coolmine brand.
* Assist the CEO with forward planning for meetings by ensuring the
CEO has sight of all relevant papers and documents in advance.
* Develop and maintain electronic filing systems and folders on
behalf of the CEO and create filing systems for all documents, reports
and presentations.
* Process and submit expenses, credit card returns, and other
finance-related duties as directed by the CEO
* Provide administrative support to CEO in their external sector
forums.
* 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
organisation's mission and values at all times.
* Act as first point of contact on behalf of CEO for a number of
governmental, ministerial and state offices, including liaising with
key members of staff
* Collaborate with Coolmine’s Communications & Fundraising Manager
around the preparation of annual reports and assist with internal
events management, including ministerial visits
* Assist the CEO and senior management team with the planning and
coordination of any staff events such as the Summer/Winter Away Days
and assist with the preparation of presentations for such events.
BOARD AND BOARD SUB-COMMITTEE SERVICING:
* Demonstrate an awareness of current pipeline projects, proposals
for consideration, strategic planning and workflows in order to
adequately provide support to the Board.
* Organize and schedule all Quarterly Board Meetings and Quarterly
Board Sub-Committee Meetings throughout the year and issue calendar
invites directly from the CEO’s Calendar to all Directors.
* Liaise with the Chair, Company Secretary and CEO to finalise
Agenda for Board Meeting
* Liaise with the Chair and relevant Senior Management Team member
of each Board Sub-Committee to finalise Agenda for Sub-Committee
Meeting
* Compile, gather, collate, and disseminate all relevant papers to
the Members of the Board and Sub-Committees in an organized and timely
way in advance of meetings.
* Take the Minutes at all Board Meetings and Sub-Committee Meetings
and once approved disseminate to relevant Board members and
Sub-Committee members.
* Proactively liaise with the Chairs of the Board and Sub-Committees
and offer administrative assistance when required include note on
quarter out of hours.
SMT PLANNING, SCHEDULING AND PROJECT PLANNING
* Scheduling of all Senior Management Team meetings and Away Days
throughout the year, including booking of meeting rooms in external
locations, arranging refreshments, booking A/V equipment
* Prepare the Agenda for each Senior Management Team Meeting
(bi-weekly) and collate any relevant supporting papers or any
documents that may be needed.
* Attend SMT meetings and record action points.
* Track any action points and ensure that all outstanding items are
followed up with the team accordingly.
* Schedule 1:1 meetings between the CEO and members of the SMT
* Liaise with and provide administrative support to the SMT when
required, including collaboration on reports, amending documents, and
ad hoc requirements such as arranging travel or assisting with booking
external meeting rooms on behalf of SMT members.
* Co-ordinate Strategic Oversight Committee meetings and prepare
presentations and updates to the Board.
EXPERIENCE
* Candidates for the position of Executive Assistant must have at
least * years’ solid experience supporting
leaders at C-Suite and Executive Management level.
SKILLS, ABILITIES AND KNOWLEDGE
* Team player with strong interpersonal skills and an ability to
work cross-functionally.
* Highly professional person with an ability to gauge sensitive
situations and act accordingly.
* Experience of establishing positive and productive relationships
at executive level and having the tact and diplomacy to ensure these
relationships are maintained.
* Committed to delivering a quality service within Coolmine and
willing to look at ways to improve practices and processes within the
organisation.
* Willing to support organisational change and respond to evolving
situations with a can-do attitude and proactive approach.
* Ability to work with flexibility and be able to adapt to changing
priorities with positivity and enthusiasm.
* Self-starter who can act on own initiative and can proactively
managing competing demands and pressures.
* Highly literate with a strong ability to compile data and
information into complex reports and relay information succinctly and
clearly when required.
TERMS
* Full-time, 9 Month Fixed Term role.
* Salary € *k p.a.
* *hr hour working week.
* * days annual leave
* Hybrid working arrangements may be discussed following successful
completion of an 8-week induction schedule.
APPLICATION PROCESS
Interested candidates who meet the Person Specification requirements
should send their CV & cover letter with application reference code to
Dylan Murphy, HR Administrator at *
Please quote this application reference HR/DUB/ADS/EA/**APPLY ON THE
WEBSITE**
The closing date for applications is FRIDAY THE 8TH OF NOVEMBER
**APPLY ON THE WEBSITE**
_COOLMINE THERAPEUTIC COMMUNITY IS AN EQUAL OPPORTUNITIES EMPLOYER._
We need : English (Good)
Type: Permanent
Payment:
Category: Others
