Job Description

The duties and responsibilities of the role include but are not limited to the following areas:

• Providing extensive PA support to the Director, including, responsibility for the scheduling and management of appointments and meetings within a rapidly changing set of priorities and demands.
• Acting as the first point of contact for incoming queries from internal and external stakeholders. Where appropriate, actively triaging queries and responding on behalf of the Director.
• Managing outgoing communications from the Director to other key business units to ensure clear and professional messaging and the effective dissemination of information
• Day to day management and oversight of all operational aspects of the department, including organizing high level meetings, securing venues, preparing agendas and minutes, ordering of supplies and any other tasks relevant to the day to day running of an office
• Maintenance of the finances and accounts of the department; checking invoices and reconciling petty cash, processing orders for equipment and supplies in accordance with purchasing procedures, assisting with external tenders, and reporting work including the preparation of statistical material.
• Managing the filing, retention, and disposal of physical and cloud-based documentation, as necessary. Assist with proof-reading and editing of reports.
• Event planning, ranging across logistical support for internal meetings, functions, and delegations, in line with the needs of the Director. Working closely, also, with the marketing team to support events.
• Practically supporting the department’s internationalization strategy, i.e. making travel and accommodation arrangements for visiting delegations or outward journeys by the Director. Acting as the first point of welcome for international stakeholders
• Priorities and lead special projects for the group and follow through on issues in a timely manner.

Required Knowledge, Skills, and Abilities

• 5 years previous experience as a personal assistant.
• A demonstrated ability in the use of various IT systems and packages
• Strong data analysis, presentation and reporting skills.
• Good verbal and written communication skills.
• Experience of external stakeholder engagement.
• Be capable of undertaking duties requiring initiative.
• Be capable working both as part of a team and on their own initiative while exercising a high level of judgment, confidentiality and discretion.
• Candidates must have a Leaving Cert qualification plus 5 years relevant experience.