Executive Operations Coordinator

Purpose of the Role

The postholder will support operational workflow, Senior Leadership Team coordination, governance processes and strategic priorities across the Foundation. The role requires a high level of professionalism, discretion, initiative and organisational capability within a fast-paced and dynamic environment.

While primarily aligned to the Office of the Chief Operating Officer, the postholder may also provide support in relation to matters arising within the Office of the Chief Executive Officer.

Key ResponsibilitiesStrategic & Organisational Support

• Lead coordination and operational support to organisational projects, initiatives and strategic workstreams.

• Support implementation activities associated with organisational priorities and objectives.

• Identify opportunities to enhance operational efficiency, coordination and ways of working, bringing forward ideas and recommendations for consideration.

• Support the development and maintenance of systems of work and processes that enhance organisational effectiveness and coordination.

• Manage communication for the Office of the Chief Operating Officer.

Senior Leadership Team & Governance Support

• Support the Chief Operating Officer in the coordination and management of Senior Leadership Team (SLT) meetings and associated governance processes including preparation and circulation of agendas, reports and meeting documentation for SLT meetings.

• Attend SLT meetings and prepare accurate minutes, records of decisions and action logs.

• Maintain oversight of actions arising from SLT meetings and support timely follow-up and completion of agreed actions.

• Liaise with members of the Senior Leadership Team and relevant personnel to coordinate updates and progress in relation to organisational priorities.

• Support governance and organisational reporting processes, including tracking key actions, deadlines and priorities.

• Assist in the preparation and organisation of documentation relating to governance and executive functions.

Support to Chief Operating Officer

• Coordinate workflow and actions arising from the Office of the Chief Operating Officer.

• Coordinate meetings, schedules and engagements as required including diary and email management.

• Assist the Chief Operating Officer in the preparation of reports, briefing papers, presentations and executive documentation.

• Coordinate correspondence, information requests and follow-up actions as required in the Office of the Chief Operating Officer.

Information Systems & Digital Support

• Utilise organisational ICT systems and digital tools to support operational efficiency and coordination.

• Maintain electronic tracking systems, records and reporting tools relevant to the role.

• Maximise the use of technology and Artificial Intelligence (M365 Co-Pilot) to support effective and efficient ways of working in the Office of the Chief Operating Officer.

General Responsibilities

• Work independently using initiative and professional judgement.

• Manage competing priorities within a busy, dynamic and evolving environment.

• Participate in relevant training and development opportunities.

• Undertake other duties appropriate to the role as assigned by the Chief Operating Officer.

• Work within the Ethos of the Vision, Mission and Values of the Muiríosa Foundation.

• Experience supporting meetings, preparing documentation and tracking actions.

Confidentiality & Privacy

• Confidentiality in the course of employment is critical. Employees will be expected to comply with the organisation’s Privacy Statement, Data Protection Policy, and Records Management/Record Retention Policy throughout the course of their work.

• Communication to outside bodies on behalf of the Muiríosa Foundation must be approved in advance by the Chief Executive Officer.

Employee Benefits

Employees of the Muiríosa Foundation can avail of a range of employee benefits, such as:

Health & Wellbeing

• We are committed to supporting our employees on their health and wellbeing journey by providing a range of courses aimed at supporting staff during their employment.

• We also have an Employee Assistance Programme (EAP) which is available 24/7 to our employees.

Training & Professional Development

• Extensive education and training courses are provided for all roles.

• We also have QQI accredited Education and Training available in-house, and we support further education as relevant to roles.

Varied, Meaningful Work

• Working with the Muiríosa Foundation provides employees with the opportunity to be engaged in meaningful, varied work across different locations, where they can make a positive impact on the lives of others, both directly and indirectly.

Competitive Salary

• We offer salaries in line with Department of Health pay scales, including the awarding of annual incremental credit subject to satisfactory performance.

Public Sector Pension Scheme

• All new employees are automatically enrolled in the Single Public Service Pension Scheme.

• Existing Public Sector employees can also transfer to the relevant pension scheme upon commencement.

Leave Benefits

• Paid Maternity Leave, Paternity Leave and Parent’s Leave.

• Generous paid Annual Leave above statutory leave.

• Sick Leave Scheme with paid sick leave entitlements.

Health Insurance Group Schemes

• We have group schemes with some of the main health insurance providers in Ireland which offer reduced rates for eligible employees, and we facilitate monthly deductions from pay.

Cycle to Work Scheme

• Eligible employees can apply for the Government Cycle to Work Scheme.

Work Experience

• Experience in an executive coordination or senior administrative support role.

• Excellent organisational, communication and interpersonal skills.

• Ability to manage multiple priorities and work effectively on own initiative.

• High level of professionalism, discretion and confidentiality.

• Strong ICT and digital competency across a range of systems and platforms.

• Experience supporting meetings, preparing documentation and tracking actions.

• Experience supporting senior management or governance processes.

• Experience within healthcare, disability or public service settings.

• Experience supporting projects, strategic initiatives or organisational coordination activities.

• Interest in digital innovation and AI-enabled systems.

• Excellent organisational, logistical and IT skills, with the ability to organise own work in order to manage multiple competing priorities.

Skills & Competencies

• Excellent communication and leadership skills, capable of providing advice and guidance to colleagues.

• The ability to present information clearly, concisely and confidently when speaking and writing (including policy drafting and digital content).

• The ability to build and maintain strong professional relationships with colleagues and stakeholders to assist in performing the role.

• The ability to work with the team to facilitate high performance, developing clear and realistic objectives.

• Works on their own initiative as well as being a team player supporting colleagues.

• Displays professional knowledge and skills in order to undertake the role, demonstrating initiative and motivation.

• Keep up to date with best practice with a desire to learn new skills and maintain a continuous improvement attitude.

• Flexible and capable of managing competing priorities effectively within their workload.