Programme and Project Support (Administrative Assistant Grade)

Who will you work with, and what will the role involve?

This role is initially based in the Office of the Chief Executive Officer (OCEO) and provides support to the Chief Executive Officer (CEO) and team in the Office as they lead the organisation in delivery of the Marine Institute Strategy Ocean Knowledge that Informs and Inspires.

The Administrative Assistant (AA) will work with the OCEO, supporting the coordination of internal communications, managing documentation, supporting the CEO and Senior leadership team in maintaining effective employee engagement throughout the strategic adjustment and development periods, and supporting the CEO and Senior Leadership Team in preparing for the 2028 Marine Institute Strategic Plan.

The OCEO, led by the CEO, works closely with all service areas and particularly with the Corporate Services team as they provide support, governance and general services to all other Marine Institute service areas.

This important role provides candidates with the opportunity to work in a diverse organisation which invests in and celebrates its people.

The Marine Institute recently completed reviews of its organisation and strategic achievement. The outcomes of these reviews are expected to affect the roles and duties of employees and to bring about other organisational changes. Any impacts or changes will be communicated.

It is understood that this role will be agile and evolve to work with and support teams and projects as needed once the initial 24 months has been completed in the OCEO.

What Will You Be Doing Every Day?

Principal Tasks:

The person will work from the Marine Institute Headquarters in Rinville, Oranmore, Co. Galway providing a range of supports initially within the office of the CEO, specifically supporting the implementation of Mid Term Strategy Review outputs, related communications, and preparation for the 2028 MI Strategic Plan.

Activities for this agile and flexible role will support the CEO, Senior Leadership Team and Executive Assistant (EA) to the CEO with administrative actions, internal communications, meetings, and events.

OCEO Project Administrative Support:

• Coordinate and maintain the dedicated Mid-Term Review of Strategy Implementation SharePoint site.

• Coordinate and maintain a dedicated Corporate Strategy development SharePoint site.

• Coordinate required meetings, workshops, and briefings.

• Maintain documentation, manage updates, and track decision logs.

• Support the EA to the CEO with coordinating leadership meeting arrangements and related logistics.

• Monitor project timelines, actions, and deliverables.

• Prepare agendas, minutes, summaries, and briefing materials as required.

Internal Communications Support:

• Draft and issue agreed internal updates, announcements, and guidance.

• Support the CEO and SLT in ensuring accuracy and consistency of messaging across teams.

• Coordinate internal feedback channels and response to Frequently Asked Questions.

• Support staff engagement activities, including town hall meetings; management fora; Q&A sessions; and intranet / SharePoint updates.

• Develop communication materials such as slides, summaries, and templates.

Other Duties

• Support Procurement Processes in line with Public Sector Frameworks and Marine Institute Policies.

• Budget and financial tracking and reporting.

• Audit preparation.

• Website, Intranet and SharePoint Updates and content (training provided)

• Documentation and Policy Reviews.

• Desk research and supports.

• GDPR and Data Protection actions.

• Compliance Reporting

Any other duties appropriate to the grade as required from time to time.

Selection criteria: i.e.: the Education, Professional or Technical Qualifications, Knowledge, Skills, Aptitudes, Experience and Training required for the role

Essential / Important:

• A suitable qualification in a relevant discipline.

• At least 18 months of relevant work experience in a busy office environment.

• Demonstrated experience in administrative project support in a busy office environment.

• Strong organisational and administration skills with proven attention to detail and working to deadlines.

• Demonstrated ability to communicate effectively (in writing and orally) to different audiences, ideally with some experience of working and communicating at a Senior Executive and Board level, and with non-technical audiences.

• Excellent verbal and written communication skills.

• Demonstrated ability in project tracking and reporting.

• Experience in drafting internal communications materials.

• High level of computer skills, including MS Office and SharePoint Online.

• Demonstrated experience in supporting meetings, conferences and events.

• The ability to work unsupervised and to work together in a team environment.

• A background in working with confidential data and personal information.

• Direct relevant experience in managing multiple priorities, and in delivering outcomes under pressure and to tight deadlines.

Desirable:

• Knowledge of public sector procurement rules.

• Experience in financial reporting requirements.

• Experience in supporting audits.

• Public sector experience

• Intermediate level in Excel.

• Knowledge of data protection and GDPR as it applies to personnel data.

What else do you need to know? (Special personal attributes required for the role)

• Dynamic, reliable and flexible, with the ability to provide support to multidisciplinary teams and programmes, including those outside of OCEO as required.

• An ability to work in an organised manner and progress work independently.

• Demonstrate energy and a positive attitude.

• Ability to take ownership of tasks and effectively prioritise multiple outputs and manage time to deliver multiple outputs on time.

• Willing to participate in training and professional development.

• Experience in collaborating effectively with members of a diverse team.

• Demonstrated ability to review and disseminate high volumes of data and information with accuracy and in a timely manner.

• Possesses sound, balanced judgement and strong analytical abilities

• Strong interpersonal skills and the ability to communicate effectively at all levels including an ability to work with and effectively communicate with a range of stakeholders.

• A diplomatic manner, with proven ability to resolve issues and mitigate conflict.

• Resilience with demonstrated ability to remain focused when multiple important deadlines coincide.

• Solutions orientated with excellent initiative and problem-solving skills.

Who will you report to? Who will manage and support you?

The successful candidate will be based at the Marine Institute Headquarters in Rinville, Oranmore, Co. Galway and, while working in the OCEO, will report to the Executive Assistant to the CEO / Strategic Project Supports Officer (HEO).

What we offer

The Marine Institute has many high-performing, talented and diverse teams and colleagues who are committed to, and passionate about, the work that we do.

We are building a workplace and workforce for the future; one that is evolving with changing work practices, employee expectations, and service needs.

We aim to be an employer of choice, attracting high-calibre staff, retaining existing team members, and fostering an environment where they feel supported and enabled to innovate and deliver our services with excellence.

We are a workplace where an agile, diverse, motivated, and valued team delivers service with excellence. This supported by a culture of collaboration, wellbeing, innovation and continuous development, aligned with our vision and mission, and enabled through living our values.

The Marine Institute values its staff, and their contribution to the Institute’s work.

The Marine Institute provides benefits that promote a healthy work-life balance and to staff to develop professionally. These include personal and career development, work/life balance policies, an employee assistance programme, “Bike to Work” Scheme, staff medicals and annual flu vaccination.

A full range of training will be provided as required, on the job and through appropriate courses. Training needs will be identified through the MI Performance Management Development System (PMDS).

The Marine Institute’s Blended Working (Remote Working) policy is instrumental in our efforts to increase flexibility, enhance health, wellbeing, and work-life balance, and contribute positively to climate action.

Our Blended Working arrangements aim to develop a more dynamic, agile and responsive Public Service, while sustaining strong standards of performance and high levels of productivity.

Salary:

Remuneration is in accordance with the Public Sector, Department of Finance approved Salary Scale as of June 2026 for Administrative Assistant (Executive Officer grade) which runs from €38,803 - €63,227 on a full-time basis per annum pro-rated with time worked.

You will commence on the first point of the scale and become a member of the Single Public Service Pension Scheme unless you are currently or have worked in the Public Sector in the past 6 months and are a member of another Public Sector Scheme.