Executive Assistant (Maternity Cover)

Role Purpose / Summary: HEAnet are seeking to appoint an Executive Assistant for a fixed purpose contract (maternity leave cover). The successful candidate will report to the CEO and will be responsible for providing high level executive support, general secretarial and administrative back up to the office of the CEO.Key Responsibility Areas: The successful candidate will undertake the following:Provide full executive administrative support service to the office of the CEO, including;Provision & management of the CEO’s diary to help make full and effective use of time;Providing a professional and positive profile for the company as the primary point of contact for all CEO enquiries;Meeting preparation and logistics involving CEO. Developing agendas in partnership with the CEO, ensuring all participants understand the purpose of meetings and expectations;Responsible for ensuring the CEO is aware of the purpose of meetings scheduled and has relevant documentation prior to the meeting;Manage and coordinate all travel arrangements, accommodation on behalf of the CEO, ensuring arrangements are time efficient;Review and evaluate all internal and external communications for CEO, priortising sensitive and confidential communications and passing on messages in a timely and accurate manner;Liaising with the Heads of Function Team, People Managers Team and staff on behalf of the CEO;Assisting CEO with the research, preparation and editing of reports, presentations and other documentation as required;Development and maintenance of office management systems to support the smooth running of the CEO’s office (including communication, documentation, expenses and filing);Provision of Board and Company administration support, including: Scheduling and managing all Board, Committees, AGM and Company meetings, including agenda setting, preparation and co-ordinate of meeting papers, arranging logistics, minute taking and tracking and follow-up of decisions and actions;Provision of administration support to the Company Secretary;Attending to company secretarial activities including maintenance of company registers, and point of contact for enquiries relating to Board and Company administration including Ordinary members, Board members, Finance Sub-committee, Audit Committee and Group Strategy Steering Committee;Scheduling, planning and management of Head of Function Team meetings, including agenda setting, arranging logistics, preparation of meeting materials and minute taking where required;Ability to co-ordinate and manage project work, meetings and events assigned by the CEO, as appropriate to the role;Providing support to colleagues in a professional manner, advocating and championing good citizenship within the company;Any other duties within the general requirement of the role which may be required from time to time.Required Experience, Skills & Aptitudes: EssentialMinimum of three (3) years’ experience in similar role;Strong relevant administration work experience;High level of organisational/ administrative experience and skills;Computer literacy, particularly within the MS Office suite;Excellent communication skills, both written and verbal;Ability to work in a changing and challenging work environment;Strong time management and organisational skills;Excellent attention to detail;Strong interpersonal skills;Ability to maintain confidentiality;Collaborative approach;A good work ethic;“Will-do” attitude.Other Relevant Information: Desirable:Demonstrate ability to work on own initiative and as part of small team;Knowledge/understanding of Corporate Governance;An understanding of the Education/ IT sector;Ability to prioritise and work in a busy environment;Proactive approach to work.Location: The successful candidate will be based at HEAnet's office, 5 George's Dock, IFSC, Dublin 1.Closing Date: We aim to fill this vacancy as quickly as possible and will close adverts as soon as we have found the right candidate. We would therefore advise interested applicants to submit an application as early as possible.Equal Opportunity: HEAnet is proud to be an equal opportunity employer.