We are currently hiring for an Administrator – Board Secretariate to join our public sector client based in Dublin 09 on a full-time contract role for 6 months- with the possibility of extension or permanency. The role will be hybrid with 3 days onsite from the client's office in Santry. The candidate will report to the Director of Strategy and Corporate Services.
Job Overview:
This role requires the capacity and competence to provide a professional Secretariat function while ensuring that the organisation discharges its governance and statutory obligations. The role also involves the provision of support to the Director in their specific role of overseeing the implementation of the company's Strategic Plan 2022-2026.
Responsibilities:
• Secretariat: Provide professional and confidential secretariat and administrative support
to the Director, the Board and its sub-committees and other fora within the remit of Corporate Services.
• Meetings Administration: Issue meeting invitations on behalf of the Director and prepare meeting agendas and minutes, as well as draft correspondence, presentations, and reports in accordance with agreed in-house templates.
• Organisational Administration: Take ownership and deliver administrative services for, and on
behalf of, the Director so as to meet the highest standards in timeliness, quality and accuracy of deliverables.
• Departmental Engagement: Support company wide engagement, communication and liaison with the Department of Enterprise, Trade and Employment, with responsibility for the co-ordination
of Department/Liaison meetings (and collation/distribution of related correspondence/papers) through the provision of administrative support to the Director, and other relevant managers/staff as required.
• Corporate Reporting: Engage across company wide Divisions and Departments to co-ordinate inputs for corporate reporting/outputs/correspondence in line with specific objectives and
deadlines.
• Systems: To ensure that all Corporate Services, and Board reports, records and
documents are maintained in a streamlined, efficient, effective and confidential manner on
the Sharepoint and Diligent technology platform.
• Support the Director of Strategy and Corporate Services in overseeing the roll-out of the
Customer Relationship Management (CRM) system.
This job specification is intended as a guide to the general range of duties for this post. It is intended to be neither definitive nor restrictive and will be subject to periodic review with the post holder.
Qualifications and Experience:
Essential
• Minimum of 2 years’ experience in an administration role.
• Computer literate with a high-level knowledge of PC packages, i.e. Outlook, MS Teams,
Word, Excel, PowerPoint and other administrative software systems
• Results orientated approach to work and a strong commitment to the achievement of
organisational goals, with a clear focus on excellence and high quality.
• Strong time management, organisational skills and multi-tasking skills
• Proven ability to work with staff and managers at all levels, as well as external vendors and
subcontractors
Desirable
• 3rd level qualification in a relevant field.
• Previous experience with meetings administration (both in-person and online) and
minutes/notetaking would be an advantage.
• Previous experience of dealing with senior members of staff and Board members would be
an advantage.
• Project management or coordination skills acquired through training or previous experience.
Core Competencies
• Ability to work efficiently with Senior Management and Board Members in a strictly
confidential manner.
**Please note that this is a contract role**
Administrator- Corporate Services
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