Executive Assistant

What is the opportunity ?

This is an opportunity to be a critical team member in a growing and highly collaborative company within the Bank of Ireland Group.

The purpose of this role is to provide Administrative Support to the business and executive support to the Managing Director Bank of Ireland Insurance Services by providing a full secretarial, office administration and support service whilst maintaining confidentiality and discretion at all times.

• Proactive and professional diary management through maintaining an accurate record of meetings/proposed meetings/1:1 conversations and staff listings.
• Management of relevant administrative tasks pertinent to each area, to include (but not limited to) preparation of papers and presentations to support meetings, filing of relevant documentation etc.
• Circulating notes/minutes in a timely manner following the meeting(s), and in line with SMT ToR.
• Coordinate business travel, hotel accommodation and associated logistical support including transportation.
• Day to day budget management including ensuring all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
• Administration of Vendor payments using BOI Group processes: Coupa etc.
• Liaise with Co Sec on Board Meeting co-ordination and admiration.
• Maintain current BIIS company Letterhead and other templates.
• PO oversight for Contractors.
• Liaison with Procurement, Coupa Administration.
• Docusign coordinator for approvals.
• Liaison with HR Operations on behalf of MD including Absence Recording Management and relevant People Portal requests.

• Shown experience in a similar role.
• A consistent track record of excellent organisation and coordination skills.
• Excellent judgment - demonstrated in effectively prioritizing own workload, anticipating issues, and bringing up when necessary.
• Excellent communication and interpersonal skills coupled with high integrity and self confidence.
• Strong planning, organisational, time management and event management ability and skills.
• Proven ability to collaborate effectively with individuals in a matrix environment.
• A focus on accuracy and attention to detail with the ability to draft documentation, with minimal direction.
• The highest levels of integrity, confidentiality and discretion.
• Advanced IT skills including Word, Excel, PowerPoint and SAP.
• Experience interacting expertly with internal business partners, customers, external parties, and senior executives over the phone and in person.
• Ability to work under tight deadlines on varying agendas simultaneously.

There are no specific qualifications or minimum educational requirements needed for this role.

In W&I our ambition is to deliver flexible, scalable, and simple technology that is secure that engages and enables our customers, colleagues and communities to thrive. In Bank of Ireland Insurance Services (BIIS) we have the ambition of enabling BOI's customers to insure what's important to them in a value creating way. We work with leading underwriters to do this.

This is a hybrid role and can be done anywhere in the Republic of Ireland with the primary office location as Dublin. Travel will be required for in person collaboration exact frequency to be agreed with manager.

#li-hybrid #ij-hybrid

The Bank of Ireland company culture prioritises work-life balance with a dedication to hybrid working, along with 23 days annual leave and excellent pension contributions. Family can mean different things to different people; we offer 6 months paid maternity leave, an innovative fertility and surrogacy policy along with working parent and carer supports.

Your health and wellbeing is important to us. We offer a substantial health insurance contribution, employee assistance program, WebDoctor and financial wellbeing coaches. We also encourage and support staff to pursue educational and professional qualifications to grow and improve your career!

Key Competencies

• Customer Focused - Self
• Accountable - Self
• One Group, one team - Self
• Champion Transformation - Self
• Manage Risk - Self