Senior Executive Assistant

Key purpose of role

The Senior Executive Assistant provides administrative support across a varied range of Academy committees, programmes and events. This role requires excellent administrative, event management and people skills as well as the ability to communicate clearly and enthusiastically across the Academy and with a broad range of external stakeholders. You will be a team player with a positive professional approach, be highly organised, deadline-driven and a multitasker with a can-do attitude. You will have the ability to be discreet and maintain confidentiality and work flexibly in a fast-paced environment.

Key accountabilities

There are several Senior Executive Assistants working across the Programmes and Engagement Department and your assignment will cover a number of the areas below:

• Provide a range of administrative supports to the Programmes and Engagement Department, and to members of the Senior Management Team as necessary (including diary management, workflow management, meeting organisation, correspondence and record keeping)
• Support the work of the Academy’s governance, management and multidisciplinary committees, including drafting agendas, minutes and following up on actions
• Support the management of the Academy awards and prizes portfolio, including assessment processes and award ceremonies
• Support the management of the grants portfolio, including assessment, financial administration and reporting processes
• Support the management of the membership processes for the Academy members and Young Academy Ireland members
• Assist with the planning and organisation of Academy events, conferences and seminars (including liaising with suppliers and/or procurement, management of AV for recording and livestreaming, management of travel arrangements for speakers and financial administration). Evening work may occasionally be required to support these events
• Assist with governance, risk and compliance activities
• Liaise with stakeholders such as Academy members, committee members, assessors and colleagues from other Academy departments
• Access and manage databases, records and correspondence relating to the work of the Academy
• Assist with the delivery of Academy projects and initiatives, as required
• Deal with enquiries from members of the public and staff in a timely manner
• Undertake any other duties as deemed appropriate by the Line Manager within the scope of the role
• Undertake any training as required to perform and develop the role

Note: To qualify candidates must be eligible by the date of any job offer. This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. The job description may be subject to review in the view of new structures and/or the changing needs of the Academy.

Person specificationEssential qualifications

• A minimum of three years’ experience in a similar role
• A relevant third-level qualification
• Experience of project and/or event management
• Excellent organisational and problem-solving skills with proven ability to prioritise work and meet deadlines
• Ability to identify and implement effective and efficient processes and procedures to enhance the working environment
• Excellent oral, written and interpersonal communication skills, with an ability to work in an approachable and respectful manner with people at all levels across the Academy
• The ability to be discreet and maintain confidentiality
• Demonstrable experience of working on own initiative as well as part of a team
• The ability to work flexibly and to adapt in a developing and changing work environment
• Experience in the use of databases and/or customer relationship management (CRM) systems
• Excellent IT skills, including proficiency in Word/Excel/PowerPoint/Teams and knowledge of WordPress or website editing

Desirable qualifications

• Proficiency in Irish
• Experience of Salesforce
• Experience working in an educational setting
• Experience of creating social media content in a professional setting
• Experience with live-streaming platforms such as Zoom or Teams as well as video-editing

Further Information

Salary: Salary is on the Senior Executive Assistant Scale €41,888 – €48,356. Candidates should note that entry will be at the minimum of the scale and the rate of remuneration may be adjusted from time to time in line with government pay policy. Candidates should note that different pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Hours of Work: The normal hours of work are 35 hours per week.

Overtime is not paid in respect of excess attendance which, should it arise, is discharged by time off in lieu at times agreed in advance with the Executive Director.

This role is suitable for blended working.

Leave: The annual leave entitlement is 22 days per annum, pro-rata for shorter periods. Entitlement to leave for public holidays is in accordance with the terms of the Organisation of Working Time Act 1997. There may be a requirement to take up to four days annual leave where the Academy is closed at Christmas.

Employee Benefits: Examples of some of our current employee benefits include:

• Generous annual leave entitlement
• Family friendly policies
• Blended working policy
• Availability of an optical benefit scheme
• Availability of a cycle to work scheme
• A range of learning and developmental opportunities
• Sick leave scheme
• Paid maternity, adoptive and paternity Leave
• Automatically entered into a pension scheme
• Employee assistance programme

Medical: Staff shall, if required, and at the expense of the Academy, submit to a medical examination by a registered medical practitioner nominated by the Academy and shall authorise such medical practitioner to disclose and to discuss with the Academy the results of the examination and the matters which arise from it so that the Academy can ascertain any matters that they consider might impair a staff member from properly discharging his/her duties.

Pension: Details of the appropriate pension scheme will be provided upon determination of appointee’s status.

Permanent Pension contribution: This appointment is subject to the Additional Superannuation Contribution (ASC) effective from 1 January 2019.