EXECUTIVE ASSISTANT
Irish Girl Guides (IGG) are recruiting an Executive Assistant. This
role is a 1-year fixed term part time position.
The Irish Girl Guides’ mission is to enable girls and young women to
develop to their fullest potential as responsible citizens of the
world. This is achieved by the volunteer leaders running a non-formal
educational programme across *+ units (Clubs)
in the Republic of Ireland. The organisation has charitable status and
works to ensure it is compliant with all relevant legislation and
codes of good practice. The organisation is led by a Board of
volunteers.
KEY OBJECTIVE OF THE ROLE:
The Executive Assistant will provide high-level administrative support
to the senior management team, helping to maximise their efficiency
and effectiveness. This role requires strong organisational skills,
discretion, and the ability to handle multiple tasks simultaneously.
KEY RESPONSIBILITIES WILL INCLUDE:
ADMINISTRATIVE SUPPORT TO THE BOARD AND THE CHIEF COMMISSIONER (CC)
* Support the organisation of events such as Board Meetings, AGM,
Planning Day.
* Support the Chief Commissioner in planning and preparation for
Board meetings including preparation of agenda and appropriate
documentation, collation and distribution of reports and papers.
* Working with relevant committees and staff to ensure the Policies,
Procedures, Guidelines and statements schedule dates is followed.
* Circulating minutes and retention of records of meetings- Board
and subcommittees.
* Any other administrative support required by Board, the CC and
Board sub-committees (Governance, Finance).
* Minute taker for Board meetings (6 Saturdays per year).
ADMINISTRATIVE SUPPORT TO THE CEO
* Manage the CEO’s schedule, including calendar management,
meeting coordination, and travel arrangements.
* Screen, prioritise, and respond to emails, phone calls, and other
correspondence on behalf of the CEO
* Prepare, proofread, and edit reports, presentations, and other
documents. Ensure proper filing and documentation of important
information.
* Assist with the execution of special projects, including research,
data collection, and organising information for presentations.
* Assist with preparation of supporting documentation for grant
applications.
* Support the planning of staff training events.
* Compilation and distribution of National Office Team meeting
minutes.
* Any other administrative tasks that may arise by request of the
CEO.
COMMITTEE SUPPORT
* Manage the succession process for Board and Committee Chairs .
* Prepare and disseminate Nomination papers.
* Election process using Election Buddy online .
* Communications and liaising with the P&T Commissioner (for P&T
committees) and the Chief Commissioner (for Board committees) around
same .
REPORTING
The role will report to the CEO or as specified. Other tasks may from
time to time be required from the role as directed by the CEO or
senior management team.
CONDITIONS
This position will initially be for one year, dependent on funding
with a six-month probationary period. The current salary range for
this role is *, *,**Apply
on the website** pro rata depending on experience.
The contract will be for three days per week Tuesday to Thursday from
9am – 5pm and is an in-office role. Some evening and weekend work
will be required, for which time off is given in lieu. Annual leave is
* days ( * days plus an
additional 4 days’ office closure - Easter, Christmas) which is
given on a pro rata basis for part-time employees. This job is based
at IGG National Training Centre in Tallaght, Dublin **Apply on the
website**.
PERSON SPECIFICATION AND SKILLS REQUIRED
* Proven experience as a professional assistant or similar role.
* Highly Proficient knowledge of MS Office (Word, Excel, PowerPoint,
Outlook, Teams, Forms) and a can-do attitude towards learning new IT
packages.
* Outstanding written and verbal communication skills.
* Strong organisational skills and time management skills.
* Ability to prioritise tasks and deadlines.
* Excellent interpersonal skills and ability to liaise effectively
internally and externally
* Proven ability to maintain confidentiality and discretion.
* Ability to work independently and use your own initiative, as well
as integrating with a team and adding value.
APPLICATION
If you wish to be considered for this position, please submit a letter
of application together with a copy of your CV to **Apply on the
website** by 5pm * January **Apply on the
website**.
We need : English (Good)
Type: Permanent
Payment:
Category: Others
