Executive Assistant

Information Pack: This pack contains details of the Executive Assistant role and the attributes which are sought in a successful candidate.

TERMS AND CONDITIONS

Employer – Early Childhood Ireland

Location – Tallaght, Dublin 24

This is a full-time post reporting to the CEO. The contract is permanent and the probationary period is six months.

A basic salary in the range €29,193 to €33,735 will be offered. The starting salary will be commensurate with qualifications and experience.

A pension contribution of 6% on successful completion of probation period is provided.

There is a holiday entitlement of 21 days, rising to 22 days after 2 years’ service and an additional day each year afterwards until the maximum entitlement of 25 days is reached.

It would be desirable for candidates to have a full current driving licence and access to a car for infrequent travel. Travel and subsistence rates are available.

The position will require participation in meetings/events in the evenings and at the weekends. You must be willing and able to work outside office hours as required.

APPLICATION GUIDELINES

Applications should be submitted by email to Susan Selfridge and arrive by 13.00 on Friday 3rd November 2017. Late applications will not be considered.

Applications should include a letter outlining suitability for the post and indicating how the qualification requirements, skills and experience are met. The letter should be accompanied by a CV.

The names of two referees that have had recent dealings with the applicant, relevant to the role, should be included. Referees will not be contacted without the permission of the candidate. 2

Screening and interview process

All applications received within the deadline will be screened against the role requirements and the person specification. Only shortlisted candidates will be invited to attend for interview. Notification of interviews will be by email.

The first-round interviews will take on Thursday 16th November 2017.

Early Childhood Ireland is committed to best practice in everything we do and operates on the basis of equal opportunities. Applications are invited from all suitably qualified and eligible candidates. Appointment is based solely on merit and canvassing will disqualify.

If you have any queries concerning the post or the application process, please contact Susan Selfridge - email: sselfridge@earlychildhoodireland.ie or telephone: 01 4040 646 3

JOB DESCRIPTION

POSITION: Executive Assistant
REPORTS TO: CEO, Early Childhood Ireland
CONTRACT: Full Time, Permanent

Job Purpose

We are seeking applicants for the post of Executive Assistant to assist in the administration, compliance and governance work of the office of the CEO.

The successful candidate will have at least 3 years’ experience of working in a similar role. S/he will have demonstrated working in an integrated way with senior colleagues and teams across an organisation.

Responsibilities:

To provide a high level of support to the CEO in co-ordinating the administration and efficiency of the office of the CEO and to assist in maintaining a culture of Governance and Compliance monitoring for the whole organisation.

Governance & Compliance duties will include:

Assessing the current governance mechanisms of the organisation

Assist with the efficient running of meetings for bookings, agenda, minutes and follow up

Compile and submit timely reports and presentations on the various compliance required such as but not limited to;

• Governance Code
• Companies Registration Office
• Charities Regulatory Authority
• Board reporting
• Lobbying
• Pobal

Identifying a suitable Quality Mark for the organisation to work towards achieving which will involve the following tasks

• Review of existing policies within the organisation
• Writing up and updating policies & procedures

Involvement in Human Resources administration

• Staff handbook updates
• Performance Management: templates, set deadlines
• Recruitment o Collection of CVs
• Notifying unsuccessful candidates
• Notifying those for interview
• Notifying outcome of interview
• HR system updates

Other administration duties will include:

• Drafting written responses as required
• Diary organiser
• Lobbying collection
• Bookings for events/meetings
• CRM, call and email updates
• Expenses

Other duties and responsibilities as may be assigned from time to time.

Person Specification

• Proven administrative and organisational skills
• Excellent ICT Skills, in particular, the Microsoft Office suite
• Excellent communication skills for working with staff and stakeholders in external agencies
• An ability to organised and self-directed
• An ability to work with confidential material in a discreet manner and maintain the highest professional standards
• Ability to work collaboratively with staff across the organisation, with ECI members, with key decision makers, and with other professionals who are stakeholders and champions of the sector in a professional manner
• A flexible approach to work and handling a variety of tasks

Essential requirements

• A relevant professional qualification in the governance and compliance area
• A minimum of 3 years’ experience in a relevant area of work
• Excellent communication skills - written, verbal and presentation

Terms and Conditions:

A competitive salary is offered for the post, commensurate with skills and experience. The contract is offered on a full time 35 hour per week basis.

The post is based in the Early Childhood Ireland offices in Tallaght.

Garda Vetting is a requirement of this post.

Applications

Applicants are required to submit a CV and a covering letter setting out their suitability for the role.

Applications should be sent to Susan Selfridge sselfridge@earlychildhoodireland.ie

Closing date for receipt of applications is 13.00 on Friday 3rd November 2017