Manager, Board and Executive Affairs

Salary

€68,464 - €108,891* This role will be filled in line with Public Pay Policy at Point 1 of the relevant Salary Scale unless the successful candidate is appointed from an existing public sector role Beech Road, Killarney, Co. Kerry, V93 AW26

Letterkenny Tourist Information Centre, Neil T. Blaney Road, Letterkenny, Co Donegal, F92 E796

1st floor, Market House, Pearse Street, Mullingar, Co. Westmeath, N91 PW95

4th Floor Mathew House, Fr. Mathew Street, Street, Cork, T12 TN56

Unit 5, Calbro Court, Tuam Road, Galway, H91 YKH4

3rd Floor Crescent House, Hartstonge Street, Limerick, V94 K35Y

4th Floor, Wallace House, Maritana Gate, Canada Street, Waterford, X91 PP2R

Áras Reddan, Temple Street, Sligo, F91 RX45

Áras Fáilte, 88-95 Amiens Street, Dublin 1, D01 WR86

Vacancy Description

Level 3

Permanent Contract, full-time

Fáilte Ireland invites applications for the position of Manager, Secretariat. The role will report to the CEO and Chairperson of the Board.

Job Purpose 

Reporting to the CEO and Chairperson of the Board of the National Tourism Development Authority this role will manage the Board Secretariat and Executive affairs function and carry out the administrative, legal and regulatory duties required, helping to make sure the organisation is in compliance with the law, regulations and public sector duty by providing support to the Chairperson, Directors and the Executive.

Primary Objectives/Key Responsibilities 

Board Secretariat

Act as Board Secretary, provide board secretarial and corporate governance support to the CEO, the Executive Leadership team, the Board and all Board sub-committees providing the full range of Board Secretarial duties including but not limited to:

• Manage the schedule of meetings, preparation of minutes and resolutions for all Board and Sub Committee meetings.

• Supporting the collection and collation of board and committee papers, including liaising with relevant staff, Board and sub-committee members. Supervising the distribution of the Board papers.

• Manage the follow up on actions and matters arising prior to and following all meetings.

• Respond to/request information from risk management, finance, auditors, senior management, regulators and the Department.

• Facilitating any requests for information from Board members

• Facilitating induction, mentoring and assisting with on-going professional development for Board and Committee members including the development and management of a CPD programme for the Board and members of its sub-committees.

• Co-ordinate all changes to Board and sub-committee memberships.

• Manage the logistics of board and sub-committee meetings and the development and management of a reporting calendar.

• Managing internal and external Board annual effectiveness evaluation processes.

• Assisting with the maintenance of statutory registers and supervising the standards in public office annual returns and declarations.

• On behalf of the Board in accordance with the collective nature of its responsibilities, seek outside legal or other advice as required.

• Provide as required to the Board as a whole and/or individual Board members with detailed guidance as to how their responsibilities should be properly discharged in the best interest of Fáilte Ireland and in accordance with the Code of Practice for the Governance of State Bodies.

The Board

• Liaise with Chairperson on all matters pertaining to Board meetings including agreeing agendas, providing updates on actions and any other matters arising.

• Liaise with Chairpersons of Board Sub Committees on meeting agendas and matters arising.

• Provide regular update reports to the Chairperson on compliance.

• Liaise with relevant colleagues in terms of actions pertaining to compliance in order to provide assurances to the Board.

The Department of Enterprise, Tourism and Trade 

• Proactively manage requests from the Department, source and provide responses within agreed timelines.

• Manage the preparation and agreement of agendas and minutes of all Liaison and other appropriate meetings.

• Act as lead for Fáilte Ireland on events and briefings with the Department

• Follow up on actions/matters arising prior to and following all meetings.

• Manage the preparation /review all documentation for meeting packs and obtain sign off of all papers.

• Develop and maintain close relationships and co-operate with relevant Department colleagues.

Executive Affairs

• Preparing briefings for the CEO

• Management of the administrative requirements for the CEO

• Tracking and reporting progress of Executive team tasks

• Developing and managing relationships with key stakeholders

• Support the CEO/Management team to identify, build and manage effective stakeholder relationships, representing the CEO where required and working with them to manage a portfolio of relationships including scheduling of meetings and relationship management tactics.

• Manage the preparation of briefing materials for high level meetings and events, invitations and opportunities, draft event briefings and talking points, and work with the communications team to ensure the CEO/Management team are well prepared for key internal and external events.

• Horizon scanning, anticipating developments and researching opportunities for Failte Ireland including the development of a network of contacts and collaborative opportunities.

• Undertake research as required, gathering all relevant information including from across Failte Ireland and stakeholders as appropriate in order to provide briefing to the CEO, and Executive team to facilitate full understanding, planning and decision making.

• Provide strategic advice and input to the CEO and management team on the above areas.

Resource Management

• Motivate and inspire team members and others to perform to their best.

• Lead and support direct and indirect team members to perform individually and collectively within teams and meet objectives.

• Actively coach, mentor, develop, monitor and evaluate the activities of team members and conduct performance reviews in line with Fáilte Ireland policy

• Manage cross functional resources to deliver agreed projects and KPIs.

Other:

To perform any other related duties as might reasonably be required and which may be assigned from time to time.

The successful candidate will be required to be in the Dublin Head Office a minimum of two days a week, every week, and/or to travel to other locations where Board and other relevant meetings are scheduled.

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Person Specification 

Essential Criteria 

• Experience developing and managing effective stakeholder relationships and proven ability to communicate (verbal and oral) at senior Executive and Board level.

• Experience of having responsibility for similar corporate governance or compliance functions within an organisation.

• Experience of providing administrative support at senior level including reporting, horizon scanning and research.

• Demonstrable experience and comprehensive understanding of the implementation of the code of practice for the governance of state bodies.

In order to be eligible to apply for this role you must have / demonstrate in your application form the following:

• A minimum of 5 years relevant public sector experience working in a Board Secretariat role or providing support to that role

• A relevant qualification (legal, governance, company secretary, communications, human resources, finance).

• Excellent written, presentation and communication skills; good attention to detail and accuracy

• Highly motivated self-starter with ability to multi-task and complete assignments within time constraints and deadlines

• Ability to make connections and manage multiple stakeholders.

Desirable Criteria 

• Proficiency in the Irish language

• Experience of drafting event briefings and talking points at senior executive level

• Budget management experience.

Key Competencies 

• Planning and Managing Work

• Managing Relationships

• Communicating Effectively

• Project Management

Selection Process

Shortlisting will be based on applications and the selection process may involve two competency-based interviews. A panel of successful candidates may be formed following the selection process.

Fáilte Ireland is an equal opportunities employer and is committed to fostering an inclusive workplace which values and benefits from the diversity of the workforce. We encourage you to reach out to us directly at recruitment@failteireland.ie should you require assistance or reasonable accommodation during the recruitment process