£ 24000 Per year
Executive Assistant
Full Time
Job Description
- Working across all departments, the primary function of this role is to provide executive support the CEO SMT, MMT and the Board, report writing, proof reading and preparation of corporate policies.
- The post holder will be required to work flexibly and collaboratively with colleagues to deliver high quality executive support to key stakeholders, managers, committee members and employees.
- Provide professional, high quality and timely administrative support to the executive team.
- Provide effective pre-meeting engagement with meeting members, planning and agenda setting in conjunction with the CEO and Chair, pre meeting paper collation and circulation, , and the preparation and presentation of minutes and actions
- Email relevant colleagues and board members to escalate urgent matters and draft needed responses.
- Managing, maintaining, and communicating the annual board calendar with accuracy.
- Responsible for taking accurate minutes at Board meetings and various Committee meetings
- Organizing meeting room bookings, conference facilities and overnight accommodation for of our Management and Board members.
- Managing and Maintaining Board returns with regard to conflict of interest, code of conduct and Board Skills Audit/Training Records for Board Members
- Prepare confidential reports for Directors as required.
- Compile and prepare all information packs for new Board Members
- Collating and maintaining all Board data on new Board Members/resignations dates for reporting purposes and compliance
- Maintenance and updating the Board Member and Committee Folders on SharePoint/MS Teams systems
- Provide comprehensive advice on governance, and compliance matters to key stakeholders and keep abreast of same to ensure compliance with regulatory changes in the governance bodies.
- Monitor lobbying activity across the Association and submit the necessary statutory returns.
- Providing subject matter expertise to support the successful delivery of regulatory, and/or governance change requirements.
- Assist company to comply with their articles of association and company governance policies and procedures
- Maintain and review the accuracy of policies and related documents.
- Help develop and implement policies that take into consideration the regulatory needs and requirements
- Collaborate with various department managers to assist in policy improvements
- Monitor comapny policies, notifying the appropriate department manager when renewal is due.
- Contribute to the effective monitoring of progress achieved by new and existing policy initiatives
- Assist and support participation in official openings and other public relations opportunities which may be held from time to time during and outside normal office hours.
- Coordinate our annual review and ensure distribution to all relevant stakeholders.
- Coordinate housing/care/development award application submissions
- Assist with the planning, coordination, and execution of corporate events / conferences as and when required.
- Undertake any other duties as requested by management
- Handle confidential and commercial information with discretion and in accordance with data protection legislation.
Required Knowledge, Skills, and Abilities
- Proven understanding of business support and administration
- Proficient in the use of all aspects of Microsoft i.e. SharePoint, Teams, Word, Excel
- Experience attending meetings at executive level
- Ability to take accurate minutes and proof read reports produced by others.
- Excellent communication skills. Ability to communicate to a range of audiences.
- Strong administrative and organizational skills and ability to coordinate activities.
- Ability to work as part of a team
- Minimum of 3 years recent relevant experience working as an administrative assistant/legal secretary
- Experience of minute taking.
- Interest in social housing in Ireland
- Common sense approach to all tasks.
- Emphasis to resolving problems proactively.
- Professional and confident manner.
- Flexible.
- Ability to work with a minimum of supervision.
- Team player
- Relevant 3rd level qualification in Business/Legal Studies, or a related field
- Leaving Certificate
Reference no: 80762