Executive Assistant and Coordinator

OUR CULTURE & COMMITMENTS

At Fís Éireann/Screen Ireland, we are proud to foster a workplace culture built on creativity, inclusion, and respect. Through our Kind framework, we place equal importance on wellbeing, lifelong learning, sustainability, and equity, diversity and inclusion (EDI). We actively support our employees to thrive personally and professionally, offering opportunities to grow their skills, contribute to meaningful projects, and be part of a collaborative community. We are committed to building a workforce that reflects the diversity of the audiences we serve and the stories we support on screen. We warmly welcome applications from people of all backgrounds, experiences, and perspectives who meet the requirements of the role, and we celebrate the unique contributions that each person brings to our organisation.

ROLE OVERVIEW

The Executive Assistant and Coordinator, Office of the CEO and Board, plays a key role in ensuring the efficient and effective operation of the Chief Executive’s Office. The postholder will provide high-level administrative and organisational support to the CEO and Board, enabling the smooth delivery of executive priorities and the effective coordination of key corporate activities. Operating with a high degree of professionalism, discretion, and initiative, the role requires the ability to anticipate needs, manage competing priorities, and maintain clear communication between the CEO’s Office, the Board, senior executives, and external stakeholders. The postholder will act as a trusted liaison, ensuring that information, correspondence, and decisions flow seamlessly and are actioned within required timeframes. The position combines strategic administrative support with responsibility for coordinating Board and Subcommittee meetings, managing executive communications, and overseeing the day-to-day operation of the CEO’s Office. It also involves supporting corporate planning, reporting, and continuous improvement activities to strengthen the overall effectiveness of the organisation. This is a dynamic and high-responsibility role that requires sound judgement, excellent organisational skills, and the ability to work effectively across multiple functions. The postholder will contribute to a culture of collaboration, professionalism, and continuous improvement, representing the CEO’s Office with integrity and diplomacy at all times.

JOB GRADE / REPORTING LINE

JOB GRADE

It is anticipated that in order to have the required skills and competencies, the Higher Executive Officer post will be at the First Point level.

REPORTING LINE(S)

This role reports directly to the Chief Executive Officer and works closely with the Board Secretary, the Executive Leadership Team, and internal stakeholders to ensure effective coordination, communication, and delivery of executive priorities. Reporting arrangements may be reviewed periodically to reflect organisational needs.

KEY RESPONSIBILITIES

Executive and Strategic Support

• Provide proactive executive and strategic administrative support to the CEO, anticipating needs and ensuring the effective prioritisation of workload, correspondence, and commitments.
• Manage the CEO’s diary and work programme, exercising sound judgement in scheduling and prioritisation to balance strategic and operational demands.
• Draft, proof, and quality-assure documents, briefings, and correspondence for the CEO and Board, ensuring accuracy, tone, and alignment with organisational priorities.
• Coordinate and prepare reports, briefing materials, and presentations for internal and external stakeholders, including the Department of Tourism, Culture, Arts, Gaeltacht, Sport and Media.
• Manage confidential and sensitive information with absolute discretion and professionalism.

Board and Governance Coordination

• Coordinate and provide executive administrative support for Board and Subcommittee meetings, including scheduling, preparation and circulation of papers, and recording of minutes.
• Ensure compliance with governance frameworks, statutory obligations, and best practice standards for record-keeping and reporting.
• Liaise with the Board Secretary and relevant executives to track follow-up actions, maintain accurate records, and ensure timely completion of agreed items.
• Provide briefing and logistical support for Board members attending key sectoral events, ministerial engagements, or official functions.

Stakeholder and Communications Management

• Serve as a key point of contact for the CEO’s office, ensuring timely and professional communication with internal teams, government departments, and external stakeholders.
• Work with the Communications and Policy teams to prepare speeches, correspondence, and external communications for the CEO and Board.
• Support the coordination of stakeholder events, briefings, and high-level visits, ensuring strong alignment with organisational strategy and values.

Planning, Reporting and Continuous Improvement

• Support the CEO and senior executive team with annual business planning, risk management, and progress tracking against strategic objectives.
• Develop and maintain executive dashboards and reports for the CEO, Board, and senior executive.
• Identify and implement process improvements that enhance governance efficiency, communication, and administrative effectiveness.

Office Management and Leadership

• Oversee the day-to-day management of the CEO’s office and corporate administration function, ensuring efficiency, compliance, and continuous improvement.
• Line-manage administrative or executive support staff, setting clear priorities, monitoring performance, and fostering a culture of collaboration and excellence.
• Lead on procurement and budget tracking for the CEO’s office, ensuring compliance with financial procedures and value for money.
• Oversee the maintenance of key corporate systems and information management processes, ensuring accuracy and accessibility of records.

 The postholder will contribute flexibly across the team, supporting colleagues with activities aligned to the Higher Executive Officer grade. This collaborative approach ensures opportunities for shared learning, role development, and responsiveness to team priorities. This job description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.

KEY REQUIREMENTS ESSENTIAL

• A minimum of five years’ relevant experience in executive administration, organisational coordination, Board or senior management support, or an equivalent professional role within a complex organisation.
• Proven ability to provide high-level administrative and organisational support to senior executives, including diary management, meeting coordination, document preparation, and handling confidential information with discretion.
• Demonstrated experience in drafting, editing, and preparing professional correspondence, reports, and presentations for internal and external stakeholders.
• Strong communication and interpersonal skills, with the ability to engage confidently and professionally with Board members, senior management, and external partners.
• Excellent organisational skills and attention to detail, with the ability to manage multiple priorities, meet deadlines, and adapt to changing requirements.
• Proficiency in the use of Microsoft Office applications and other digital collaboration tools (e.g. SharePoint, Teams), with a capacity to develop and maintain efficient administrative systems.
• Proven ability to work both independently and collaboratively as part of a team, exercising sound judgement and initiative in managing workload and decision-making.
• A demonstrable commitment to the values, mission, and strategic objectives of Screen Ireland.

KEY SKILLS - PAS CAPABILITY FRAMEWORK

In accordance with the 

, candidates will undergo assessment and interviews focusing on the following 

Core Capabilities: 

• Building Future Readiness
• Evidence-Informed Delivery
• Leading and Empowering
• Communicating and Collaborating

 *Accessible Plaintext of the Capability Framework for the various public sector grades is available at: 

1. Core Capability: Building Future Readiness

The postholder will demonstrate adaptability, innovation, and strategic awareness in anticipating and responding to change. They will confidently embrace digital tools and emerging technologies to enhance efficiency and impact, remain alert to sectoral and organisational developments, and translate insights into practical actions. A commitment to continuous learning and knowledge sharing will support both individual growth and the organisation’s long-term resilience.

2. Core Capability: Evidence-Informed Delivery

The postholder will make sound, evidence-based decisions that support effective planning and measurable outcomes. They will use research, data, and analysis to inform recommendations, apply critical thinking and judgement in problem-solving, and monitor progress against objectives. A strong results orientation and commitment to continuous improvement will ensure the delivery of high-quality outputs that align with organisational priorities.

3. Core Capability: Leading & Empowering

At this level, leadership is demonstrated through ownership, initiative, and collaboration. The postholder will take accountability for achieving agreed objectives, support and guide colleagues to perform effectively, and foster a positive, inclusive, and respectful team culture. By modelling professionalism and working collaboratively across functions, they will help achieve shared goals and organisational success.

4. Core Capability: Communicating & Collaborating

Effective communication and collaboration are central to this role. The postholder will communicate clearly, confidently, and professionally in all formats, tailoring their approach to different audiences. They will build strong, productive relationships with colleagues and stakeholders, contribute actively to team discussions, and use tact, diplomacy, and influence to achieve outcomes and maintain constructive working relationships.

5. Core Capability: Equality, Diversity and Inclusion 

The postholder will actively promote and apply equality, diversity, and inclusion principles in all aspects of their work. They will foster a culture of respect, fairness, and belonging, ensuring inclusive communication and equitable participation in organisational processes. Through awareness, learning, and role modelling, they will contribute to a workplace where diverse perspectives are valued and where Screen Ireland’s commitment to inclusive practice is consistently upheld.

DESIRABLE ATTRIBUTES

• Experience providing administrative or logistical support to a Board, executive team, or senior public-sector leadership.
• Understanding of the structures, operations, and policy environment of the Irish public sector or state agency context.
• Experience coordinating briefings, reports, and submissions for Government Departments or senior public officials.
• Familiarity with budget monitoring, procurement processes, and office administration within a public-sector or corporate setting.
• Understanding of the Irish screen, cultural, or creative industries.
• Proficiency in the Irish language.
• Awareness of Screen Ireland’s cross-cutting priorities, including Gender Equality, Diversity and Inclusion (GEDI), Sustainability, and Nationwide Development.

ROLE DETAILS AND TERMS

• This position is at the Higher Executive Officer level and is remunerated at €58,847 per annum. This role will be filled in line with Public Pay Policy at the first point of this Salary Scale unless the successful candidate is appointed from an existing public sector role. Application of 1 August 2025 pay adjustments.
• This is a full-time permanent position.
• The successful candidate will be required to sign the Screen Ireland Code of Conduct.
• The role will have a 6-month probation period.
• The person will report directly to the Chief Executive Officer.
• The post will be based in Dublin.
• Annual leave (excluding bank holidays) of 29 days.
• Start Date as soon as possible.

ELIGIBILITY TO COMPTE & CERTAIN RESTRICTIONS ON ELIGIBILITY

Citizenship Requirement Eligible candidates must be: 

• A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; 
• A citizen of the United Kingdom (UK); 
• A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or A non-EEA citizen who has a stamp 4 visa1 or a stamp 5 visa.

 To qualify, candidates must be eligible by the date of any job offer.