Support, People and Workplace (Receptionist / PA)

Job Purpose

The Receptionist & Administrative Support is the first point of contact for visitors, staff, industry stakeholders, public representatives, and Government officials visiting Fáilte Ireland Head Office. The role is responsible for delivering a professional, courteous and efficient reception service, ensuring an excellent visitor experience while maintaining the highest standards of customer service, confidentiality and professionalism. 

In addition, provide high-quality administrative and coordination support to two Directors, through effective diary management, correspondence handling and coordination of meetings and events and any other tasks as required.

This role will report into the Manager, People and Workplace.

Job Description

Primary Objectives/Key Responsibilities:

Receptionist

As the welcoming first point of contact for clients, visitors, stakeholders, and colleagues in Fáilte Ireland’s head office in Amiens Street, this role will support the smooth and efficient operation of the organisation’s front‑of‑house administrative functions.

• Act as the professional first point of contact for all visitors, clients, stakeholders, and colleagues, delivering a warm, courteous and efficient front‑of‑house experience.

• Manage the reception area to ensure a consistently high standard of customer service, presentation, professionalism, and organisation.

• Champion a positive organisational image by consistently delivering a high‑quality, customer‑focused service.

• Coordinate visitor management processes, including receiving and directing visitors, sign‑in procedures and meeting room allocations as required.

• Support the smooth day‑to‑day operation of front‑of‑house services, ensuring all enquiries are handled promptly and effectively.

• Operate the main telephone switchboard, accurately screen, direct, and relay calls and visitors to appropriate colleagues or departments, ensuring queries are handled professionally, efficiently and resolved or redirected as required.

• Professionally answering and managing incoming calls in a timely and courteous manner.

• Provide administrative support to People and Workplace functions, contributing to efficient office operations.

• Support accessibility and inclusive service delivery, ensuring that all visitors receive appropriate assistance and a positive experience.

• Monitor reception and public areas to ensure they are maintained to a high standard, liaise with security, facilities management and external service providers as required.

• Manage incoming and outgoing post, and deliveries to the office.

Personal Assistant to Directors

As PA to the Directors, ensure that all interactions on the Directors’ behalf are dealt with in a highly professional manner with a focus on corporate reputation and are cognisant of the strategy priorities of the organisation.

• Provide administrative support to two Directors.

• Manage complex diaries, appointments and meeting schedules.

• Organise internal and external meetings, including preparation of agendas, meeting packs and supporting documentation.

• Coordinate travel arrangements and accommodation bookings in accordance with organisational policies.

• Prepare correspondence, reports, presentations and other business documentation.

• Assist with the processing of invoices, purchase orders and expense claims.

• Support the organisation of corporate events, meetings and stakeholder engagements.

• Monitor shared inboxes and respond to routine enquiries on behalf of Directors.

• Maintain records and databases in accordance with GDPR and records management requirements.

• Build professional working relationships with the CEO and Executive Team.

• Liaise on behalf of the Directors with Divisional Heads, officials of Government Departments and State Agencies, Local Authorities and all third parties, as necessary.

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Governance & Reporting

• Follow Fáilte Ireland policies, governance and public sector requirements.

• Maintain records and prepare routine reports, updates and correspondence.

• Use approved systems and processes for finance, procurement and information management.

• Escalate risks, errors, delays or queries promptly.

Corporate Contribution

• As a Support-level role, contribute to team, divisional and organisational priorities by providing reliable administrative and operational support to colleagues and managers.

• Build positive working relationships with colleagues and stakeholders, communicating clearly, professionally and helpfully in day-to-day interactions.

• Work closely with the relevant managers and team members to support delivery, share updates, complete assigned tasks and escalate issues appropriately.

• Contribute to a positive team culture by being flexible, responsive and willing to support colleagues during busy periods or changing priorities.

• Model Fáilte Ireland’s corporate values, support change and improvement initiatives where required, and carry out any other duties as may be assigned from time to time.

Person Specification 

Essential Criteria 

The successful candidate will present as positive and engaging, with a keen eye for detail, and excellent communication skills. They will build and maintain positive relationships with internal and external stakeholders ensuring exceptional customer service standards are consistently maintained. The successful candidate should also have strong IT skills and an ability to be flexible and adaptable whilst prioritising a busy workload.

They will demonstrate strong interpersonal and written and verbal communication skills, together with excellent organisational, planning and time management capabilities, enabling them to prioritise effectively and meet deadlines. They will have experience dealing professionally with senior stakeholders, VIP visitors and external customers, and will also exercise discretion and sound judgement when handling highly confidential and sensitive information relating to clients, associates, employees, business strategy and general administration.

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

• A minimum of three years' experience in a busy corporate reception, hotel reception/ executive front-of-house role

• Previous experience in delivering a range of secretarial and administrative duties, including diary management, drafting correspondence, maintaining records and preparing presentations for internal and external use.

• A high level of proficiency in Microsoft Word, PowerPoint and Excel.

Qualifications/Mandatory Training:

• A professional qualification (min level 6 under the QQI framework) in a related discipline.

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Desirable Criteria: 

Previous experience working in the following areas are beneficial but not essential:

• Proficiency in the Irish language, sufficient to confidently converse, respond to calls, queries and emails in Irish.

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Key Competencies: 

• Managing Relationships

• Communicating Effectively

• Planning and Managing Work

• Flexibility

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**Office Location: **

Full-time, Monday to Friday, 9.00am to 5.00pm, based full time in Fáilte Ireland Head Office, Amiens Street.

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.

Interview Attendance Requirement:

Candidates must be available to attend two in-person interviews at Áras Fáilte, 88-95 Amiens Street, Dublin 1, D01 WR86, on the date specified by Fáilte Ireland. Anticipated interview date for Round 1 is the 29th October 2026.

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.