Executive Assistant to CEO & Executive Team

A vacancy has arisen within Blackrock Health, Galway Clinic, for the position of Executive Assistant. This position will be PA to CEO & Executive Team. This is a Permanent position -37 hours per week. This role is onsite.Role Summary:The Executive Assistant will provide a high-level of administrative and organisational support to the CEO and the Executive Team. The ideal candidate will possess exceptional judgment, multitasking abilities, and excellent interpersonal skills. This role requires a proactive professional who can prioritise effectively, manage confidential matters with discretion, and sound judgement as well as thrive in a fast-paced environment.Serve as the primary point of contact between the CEO, Executive Team, and internal/external stakeholders.Provide comprehensive administrative support, including correspondence, report typing, and filing.Manage and maintain multiple diaries, scheduling business time, internal/external meetings, and prioritising appointments.Handle telephone and email communications, including screening calls, responding to queries, and keeping the CEO informed of developments.Prepare agendas and minutes for multiple meetings (weekly, bi-weekly, monthly), ensuring that minutes are clear, precise, and serve as formal documentation of discussions and decisions; disseminate agendas and minutes promptly to all relevant stakeholders.Provide administrative support for programmes, committees, and initiatives such as:Research Assessment GroupMedical Advisory CommitteeConsultant MeetingsCoordinate and track the consultant recruitment process, ensuring all documentation and steps are completed in a timely and organised manner;Participate in a project to set up a digital database for managing all consultant documentation.Maintain confidential records and follow-up systems with high accuracy.Man the reception desk in the executive area, managing visitor access, directing inquiries, and ensuring a professional front-facing presence for the department.Coordinate travel arrangements and accommodation for the CEO and Executive Team.Assist with event planning and management as required.Oversee boardroom and meeting room scheduling, managing visitors, and addressing staff/public inquiries to the Administration Department.Anticipate the CEO’s needs and proactively address priorities.Handle confidential and sensitive correspondence, including medical-legal matters, with professionalism and discretion.Support ad hoc projects and other duties as required.The CandidateEssential Requirements:Minimum 5+ years’ experience supporting C-suite or senior management level.Proven ability to manage multiple priorities and deadlines effectively.Excellent IT skills with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).Exceptional organisational, time management, and communication skills (written and verbal).Demonstrated ability to work independently and adapt to a dynamic environment.Strong discretion, confidentiality, and diplomacy.Desirable:Relevant Business or Administration Qualification.Prior experience in a healthcare environment is advantageous.Key Attributes:Highly motivated, reliable, and flexible with a can-do attitude.Strong problem-solving skills and proactive mindset.Ability to build and maintain positive relationships with internal and external stakeholders.Calm under pressure and capable of managing competing demands.  Closing date for receipt of applications: Friday 10th January 2025 at 4.30pmBlackrock Health Galway Clinic is an Equal Opportunities Employer