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Executive Assistant to the Chief Executive Officer

4 weeks ago

Dublin, Dublin City, Ireland FHLB Des Moines Full time
**Reports to:** Chief Executive Officer, Bon Secours Dublin**Job Purpose**The purpose of this post is to lead and support the functions of the office of the Chief Executive Officer (CEO) by providing comprehensive efficient and confidential administrative support to the CEO.The dynamics of the office will require an individual who has excellent organisational skills with the ability to productively work in a fast-paced, rapidly changing environment. Key working relationships will include BSHS Senior Leaders, BSD Hospital Management Team (HMT) members, Consultants and Heads of Departments (HOD).**Key Duties and Responsibilities:*** Responsible for the overall management of the CEO's office which includes initiating and following up on various actions and matter of importance on behalf of the CEO.* Foster excellent working relationships and develop and maintain comprehensive administrative processes that improve efficiency of day-to-day operations.* Provide detailed executive assistant support by managing an extremely active calendar of appointments and controlling access to the CEO's office. In addition managing a high volume of email correspondence.* Ensure CEO meetings are appropriately organised, agendas/documentation are prepared and circulated in advance as well as arranging venues, booking technical equipment, conference/zoom/Microsoft Team Call lines and catering.* Preparation and management of external/internal correspondence/communication on behalf of the CEO, dealing with routine matters independently; to ensure optimum use of the CEO's time.* Conduct research, prepare presentations and correspondences on behalf of the CEO.* Anticipate and remind the CEO of important tasks and deadlines ensuring advanced preparation for all meetings.* Provide the CEO with updated weekly/monthly operational key performance indicators, strategic trackers and other ad-hoc reports as required in advance of meetings.* Liaise with HMT and other direct reports to progress the following; + Actions/reports as agreed with the CEO + Plan of Action (POA) meetings + 8+4 Objectives (Performance Achievement System)* Liaise with Consultant, HODs, and Hospital staff on an ongoing basis, and circulate information to them as required.* Liaise with BSHS Group Office* Co-ordinate travel arrangements, accommodation and client entertainment events as required and prepare supporting expense claims in a timely manner.* Operate flexibly and creatively in response to service requirements and changing circumstances and undertake any other duties that may be required from time to time.* Maintain an efficient and well organised filing/archiving system for the office of the CEO.* To manage the hospital general enquiries email address on the website. Review, acknowledge and forward to the relevant department.* Maintain the internal phone directory* Manage the HMT HOD Huddle Schedule.* Maintain all leave requirements of CEO's direct reports and complete weekly Time and Attendance Management System (TAMS) sign-off.* Manage the processing of invoices on SAGE for the Office of the CEO.* Ensure that at all times there is sufficient levels of office stationery for CEO's office and carry out a stock order for same and liaise with stores as required.* Co-ordinate the Hospital Meeting Room Booking System* Liaise with Technical Services and other HODs regarding the review of contracts with external suppliers.* Liaise with marketing and assist in the co-ordination of corporate events.* Meeting Minutes for the Hospital Management Team (HMT), Performance Review. Meeting (PRM) and Medical Advisory Committee (MAC).* Assist in the management of Complaints as required.* Co-ordinate HOD and Staff Townhall meetings.* Adhere to BSHS policies and procedures and maintain confidentiality at all times.**Job Revision**As the service needs of the organisation change the above duties will be subject to change and flexibility.The work performance of the post holder will be subject to Performance Review and Development.**Person Specification*****Qualifications*****Essential*** Person must have a minimum Leaving Certificate or will have achieved a Further Education qualification (QQI/3rd level)**Desirable*** Educated to degree level***Experience*****Essential*** A minimum of 5 years' experience working as an Executive/Personal Assistant* High level of professionalism and prior experience interacting with internal and external key stakeholders* Excellent discretion, tact and diplomacy in dealing with difficult situations/confidential matters* Flexible and enjoys working in a fast-paced environment* Excellent IT skills in particular MS Office suite**Desirable**Relevant experience of healthcare environmentRelevant experience in the following software packages:* TAMS* SAGE* Q-Pulse***Skills*****Essential*** Self-starter with the ability to work on one's own initiative and flexible to work to tight deadlines* Ability to problem solve, while delivering a superior customer service* Critical thinking skills to assess and discern level of prioritisation for work load* Strong spoken and written communication skills* Excellent administration, organisational and time management skills* Highly organised with exceptional accuracy and attention to detailINFORMAL ENQUIRIES TO RECRUITMENTDUBLIN@BONSECOURS.IECLOSING DATE FOR RECEIPT OF APPLICATIONS 14th SEPTEMBER 2025*Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity, Compassion, Stewardship, Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds, abilities and perspectives, and provide reasonable accommodations throughout the recruitment process. If you require any assistance, please contact recruitmentdublin@bonsecours.ie*Job Title: Executive Assistant to the Chief Executive OfficerLocation: Bon Secours Hospital, Dublin
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