​Personal Assistant

Personal Assistant with Dogs Trust Ireland

 

Job Title:

Personal Assistant to Executive Director

Reporting to:

Executive Director

Location:

Dublin, Ireland

Date:

January 2019

 

Summary

To provide professional personal support to the Executive Director.

 

 

Duties

  • Full support to the Executive Director to include all senior level secretarial duties, minute taking, liaison with internal and external contacts.
  • Provide administrative support to the Executive Director, including filing, collating research                  and information, preparation of presentations and proposals.
  • Supporting the administration of meetings including minute taking, drafting and distributing agendas and briefing documentation for internal and external meetings and conference calls.
  • Follow up designated actions from meetings to ensure completion ahead of deadlines.
  • Extensive diary, time and email management for Executive Director. Use judgement when scheduling meetings for the portfolio - determine purpose and minimum time required.
  • Co-ordination of travel arrangements, meetings and events.
  • Organise events and meetings, working with colleagues in other departments to make all the necessary arrangements.
  • Data compilation from multiple sources.
  • Health and Safety Secretariat - working with the senior management team, coordinate H&S meetings, collate and communicate internal information and updates on behalf of the Executive Director.
  • Occasional administrative duties as required to support the Senior Management Team, tasked by the Executive Director
  •  General Office management including, managing the head office kitchen meeting rooms and general head office space. Organise and supervise cleaning roster to ensure the kitchen area is well maintained at all times.
  • Additional miscellaneous tasks as required to support the Executive Director.

 

        

Person Specification

 

The successful candidate must have the following:

  • An excellent communicator (both written and verbal), exceptional organisational and interpersonal skills are essential, along with an ability to work under pressure and meet tight deadlines.
  • Proven track record of experience as a PA supporting Senior Management.
  • Experience of minute taking and drafting professional correspondence on behalf of others.
  • Excellent administrative skills. Proficient in MS PowerPoint, Excel, Word and Outlook.
  • Proven ability to deliver quality work in a timely manner.
  • Discreet with experience exercising discretion and confidentiality with sensitive information.
  • Flexible and adaptable approach to work, and proven ability to work unsupervised and as part of a team.
  • Approachable and highly professional in manner, ability to liaise positively with all levels of staff within the organisation.
  • Ability to prioritise and understand competing obligations / risks and prioritise Executive Director time.
  • Proactive and self-motivated individual with a focus on supporting Executive Director tasks rather than just reacting to requests.
  • The ability to travel overseas occasionally.
  • A bright personality, with a high level of emotional intelligence and good sense of humour.
  • Sympathetic with the aims and objectives of Dogs Trust.
  • Be comfortable with dogs.
  • Full clean driving licence.

 

Management Support Services (Ireland) Limited, The Courtyard, Hill Street, Dublin 1