Executive Assistant CEO/CLO

1 week ago

Dublin, Dublin City, Ireland National Treasury Management Agency Full time
Career Opportunities: Executive Assistant CEO/CLO (5463)

Necessary arrangements can be made at interview stage to accommodate the needs of candidates with disabilities. If you are having difficulty uploading your CV online or in fully accessing any information on this site please email Recruitment@ntma.ie

Job Title: Executive Assistant to the Chief Executive & Chief Legal Officer
Division: CLO
Reports to: Chief Legal Officer, NTMA

Job Family: Operations
Career Zone: Administrative roles
Career Stream: Business Support

Contract Type: Fixed Term Contract – 12 months

** Closing date for applications 13/02/25 **

Summary of the Business
The National Treasury Management Agency (NTMA) provides asset and liability management services to the Irish Government. It has evolved from a single function agency managing the National Debt to a manager of a complex portfolio of public assets and liabilities.

The NTMA also assigns staff to the National Asset Management Agency, the Strategic Banking Corporation of Ireland (SBCI) and Home Building Finance Ireland (HBFI).

Working at the NTMA offers excellent benefits including:

• Flexible work options including hybrid working and variable work hours

• An extensive wellbeing programme

• Excellent learning and development opportunities that allow for full career development within the organisation

• A diverse range of initiatives: LGBT+, Gender Matters, Disability Awareness, Sports & Social, Volunteering and lots more

• Reimbursement of annual professional membership fees

• Career average Defined Benefit Pension Scheme

Role Summary
This fixed-term role offers an exciting opportunity for a highly experienced Personal or Executive Assistant to join the team and provide support during maternity leave. The Executive Assistant to the Chief Executive and Chief Legal Officer plays a pivotal role in delivering wide-ranging professional administrative, PA, operations and project management support. This position will involve regular interaction with key stakeholders at all levels of the organization and demands a high level of discretion and professionalism.

This is an exciting opportunity for an experienced and highly organised Personal or Executive Assistant with a proven ability to build strong professional relationships and provide critical, comprehensive support at the senior leadership level.

Principal Accountabilities

Primary responsibilities will include:

• A broad variety of administrative tasks for the CEO & CLO including managing an active calendar of appointments and correspondence and documentation of a confidential nature; managing multiple email inboxes, flagging key communications and ensuring timely responses, redirecting enquiries as necessary and maintaining an effective system for tracking actions and follow-ups; arranging complex and detailed travel plans, itineraries, and agendas and meeting documentation.

• Primary point of contact, proactively managing incoming enquiries (e.g., emails, invitations, correspondence) and responses and communication liaison between the CEO's office and internal business units and corporate functions.

• Maintain a forward-planning system to ensure meetings, actions, and deadlines are managed effectively.

• Maintain an up-to-date and well-coordinated calendar (resolving scheduling conflicts, prioritising urgent matters, and ensuring the CEO and CLO's schedules are prepared with all necessary briefing and materials in advance) and scheduling and coordinating internal and external meetings, conferences, and events.

• Manage the CEO and CLO's electronic and paper filing systems, ensuring accessibility and compliance with the Records Management Policy.

• Coordinate with the Board and Committee members, Agency Secretariat, senior leadership, and management teams, including meeting logistics and document distribution.

• Handle finance and operations-related tasks, including processing expenses, credit card returns, raising draft and final purchase orders, managing invoices and supporting certain facilities requirements within the CLO unit.

• Support the CLO's senior management team where relevant.

• Provide support to management in respect of any CEO and CLO events including logistical and administrative support for CLO events and meetings.

Knowledge and Experience

• Minimum of 8 years' experience in a similar Executive or Personal Assistant role, supporting C-Suite leaders in an equivalent organisation.

• Proven ability to work independently, proactively managing competing demands and priorities while effectively problem solving.

• Demonstrated experience in collaborating with a diverse range of colleagues and stakeholders at all levels internally and externally.

• Strong background in building and maintaining positive, productive relationships at senior levels, with the tact and diplomacy required for high-level interactions.

• Accuracy, efficiency, and attention to detail in all aspects of work.

• Flexible and adaptable, with a willingness to take on varied responsibilities as needed.

• High level of discretion and professionalism in handling sensitive business communications, data, and confidential information.

• Strong judgment with the ability to assess situations and make sound decisions while upholding confidentiality.

• Capacity to be resourceful and flexible in a rapidly changing environment.

• Ability to think creatively and implement innovative solutions to challenges.

• Experience working in a high-pressure environment, managing complex internal and external relationships effectively.

Skills

• Excellent communication skills, with the ability to convey complex information clearly and concisely, both verbally and in writing.

• High personal integrity, acting with professionalism, discretion, and strong organisational discipline.

• Strong IT proficiency, including advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint), MS Teams, and Adobe Acrobat.

• Enthusiastic, professional, and committed to contributing positively to a dynamic, collaborative team environment.

Pension Abatement
If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/Public Service pension comes into payment during the appointee's re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012. Applicants will be required to complete a pre-employment declaration to confirm whether they have previously availed of a Public sector pension scheme.

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