Executive Assistant to CEO

My client who is a charity based in Dublin 15 is looking to recruit a new Executive Assistant to CEO on a 11 month contract.

The successful candidate will be working a hybrid model on a fixed salary of €40,000.

The Executive Assistant provides strategic support and assistance in the following ways:

▪ CEO planning and management

▪ Board servicing and servicing of the four Board Sub-Committees (see below)

▪ SMT planning, scheduling, project planning

The Board of Management has four sub-committees which meet quarterly and report directly into the Board.

These are:

• Finance and Fundraising

• Audit & Risk

• Nominations Evaluation and Governance

• Clinical Quality & Safety

Role Responsibilities: (Include, but not limited to)

CEO Planning and Management:

▪ Provide comprehensive, administrative support to the CEO including drafting and writing 

reports, responding to emails on behalf of the CEO, maintaining contact with external 

stakeholders via email and telephone, and preparing presentations and proposals.

▪ Track all ongoing projects, workflow and actions for the CEO to ensure all items are 

followed up on promptly.

▪ Proactively manage the CEO’s diary by organizing internal and external meetings, both 

online and in person, monitoring meeting invitations and responding accordingly, as well 

as managing the CEO’s diary to ensure optimal use of CEO’s time.

▪ Proactively monitoring the CEO’s Inbox to ensure all items are followed up accordingly 

and, when necessary, are disseminated to other members of the Senior Management 

Team for additional follow up and action.

▪ Maintain and enhance existing relationships between the CEO and both internal and 

external stakeholders by acting as first point of contact for the CEO, as well as developing 

and nurturing new strategic partnerships to further enhance the reputation of the CEO 

and strengthen the brand.

▪ Assist the CEO with forward planning for meetings by ensuring the CEO has sight of all 

relevant papers and documents in advance.

▪ Develop and maintain electronic filing systems and folders on behalf of the CEO and 

create filing systems for all documents, reports and presentations.

▪ Process and submit expenses, credit card returns, and other finance-related duties as 

directed by the CEO

▪ Provide administrative support to CEO in their external sector forums.

▪ Manage the CEO’s social media (Twitter & Linkedin) by liaising with the internal 

communications department to highlight significant days in the calendar, organisationnwide projects and webinars/conferences, and building an online presence representing 

the organisation's mission and values at all times. 

▪ Act as first point of contact on behalf of CEO for a number of governmental, ministerial 

and state offices, including liaising with key members of staff 

▪ Collaborate with their Communications & Fundraising Manager around the 

preparation of annual reports and assist with internal events management, including 

ministerial visits

▪ Assist the CEO and senior management team with the planning and coordination of any 

staff events such as the Summer/Winter Away Days and assist with the preparation of 

presentations for such events.

Board and Board Sub-Committee Servicing:

▪ Demonstrate an awareness of current pipeline projects, proposals for consideration, 

strategic planning and workflows in order to adequately provide support to the Board.

▪ Organize and schedule all Quarterly Board Meetings and Quarterly Board Sub Committee Meetings throughout the year and issue calendar invites directly from the CEO’s Calendar to all Directors.

▪ Liaise with the Chair, Company Secretary and CEO to finalise Agenda for Board Meeting

▪ Liaise with the Chair and relevant Senior Management Team member of each Board Sub Committee to finalise Agenda for Sub-Committee Meeting

▪ Compile, gather, collate, and disseminate all relevant papers to the Members of the 

Board and Sub-Committees in an organized and timely way in advance of meetings.

▪ Take the Minutes at all Board Meetings and Sub-Committee Meetings and once approved 

disseminate to relevant Board members and Sub-Committee members.

▪ Proactively liaise with the Chairs of the Board and Sub-Committees and offer 

administrative assistance when required include note on quarter out of hours. 

SMT Planning, Scheduling and Project Planning

▪ Scheduling of all Senior Management Team meetings and Away Days throughout the 

year, including booking of meeting rooms in external locations, arranging refreshments, 

booking A/V equipment

▪ Prepare the Agenda for each Senior Management Team Meeting (bi-weekly) and collate 

any relevant supporting papers or any documents that may be needed.

▪ Attend SMT meetings and record action points.

▪ Track any action points and ensure that all outstanding items are followed up with the 

team accordingly.

▪ Schedule 1:1 meetings between the CEO and members of the SMT

▪ Liaise with and provide administrative support to the SMT when required, including 

collaboration on reports, amending documents, and ad hoc requirements such as 

arranging travel or assisting with booking external meeting rooms on behalf of SMT 

members.

▪ Co-ordinate Strategic Oversight Committee meetings and prepare presentations and 

updates to the Board. 

Experience

▪ Candidates for the position of Executive Assistant must have at least 3-5 years’ solid 

experience supporting leaders at C-Suite and Executive Management level.

Skills, Abilities and Knowledge

▪ Team player with strong interpersonal skills and an ability to work cross-functionally.

▪ Highly professional person with an ability to gauge sensitive situations and act 

accordingly.

▪ Experience of establishing positive and productive relationships at executive level and 

having the tact and diplomacy to ensure these relationships are maintained.

▪ Committed to delivering a quality service within the company and willing to look at ways to 

improve practices and processes within the organisation.

▪ Willing to support organisational change and respond to evolving situations with a can-do 

attitude and proactive approach.

▪ Ability to work with flexibility and be able to adapt to changing priorities with positivity and 

enthusiasm.

▪ Self-starter who can act on own initiative and can proactively managing competing 

demands and pressures.

▪ Highly literate with a strong ability to compile data and information into complex reports 

and relay information succinctly and clearly when required.