Executive Assistant – Level B Entrepreneurship, Regions

Title:                                Executive Assistant
Grade:                             Level B
Department:                   Southern Region
Division:                         Entrepreneurship, Regions & Local Enterprise
Reporting to:                  Regional Manager
Location:                         Cork
Job Reference:               EI.032.25E
Salary:                            €27,577                                    

Role Purpose
To support Enterprise Ireland’s Southern Region team to deliver on its strategic objectives by providing a comprehensive secretarial and administrative support service, ensuring that the Department’s administrative tasks are handled efficiently and effectively.  The successful candidate will work closely with management and team members and will be responsible for delivering a range of diverse secretarial and administration activities. 

Key Deliverables

Provide effective administrative support to the Regional Director and Regional Managers including scheduling and managing diary and appointments, supporting the preparation of documents and presentations and organising one-to-one/team meetings.
Provide administration support service to managers and colleagues as follows:
Provide general administration services to the team
Respond to general telephone, email and face-to-face enquiries
Support the set-up and maintenance of the Department’s files and records
Create and update databases and spreadsheets to include collating, entering, processing and verifying a range of data and information
Prepare and produce data/information reports at regular intervals including support for reporting on metrics, Board reports and Committee submissions
Support content development for online and print publications and material as required
Support the Budget administration for the Department including the processing of Oracle purchase requisitions, budget re-allocations and reporting
Provide administrative support for key projects as may be assigned from time to time
Engage and communicate with a range of diverse internal and external stakeholders
Engage with suppliers and facilities Dept regarding any maintenance issues that may arise in the office network the Southern Region
Engage with Health & Safety team in East Point to ensure the Southern Region Office H&S statement is up to date
Support the preparation, implementation and delivery of a range of Enterprise Ireland’s Programmes and Support Schemes as follows:
Monitor and maintain specific mailboxes on a regular basis and respond to queries
Coordinate, assemble and organise delivery of related documentation for regional offices, programme and events
Provide secretarial support including minute taking, project monitoring and scheduling
Provide administration support for new Programme/Scheme cycles, review processes such as Regional Enterprise Development Fund (REDF), and Smart Regions Schemes
Participate in the collection of client information as part of Enterprise Ireland’s annual survey process
Support clients’ access to EI service as required.
Plan and organise meetings, events and initiatives.
Assist colleagues in promoting Enterprise Ireland programmes and activities in the Region (including via relevant Social Media, webinars etc.)
Organise and coordinate travel, accommodation and catering arrangements as required
Source rooms/venues and arrange associated logistics, IT and Facilities requirements
On the day registration-desk activities, support and follow-on post-event activities
Play an active role as a key contributor to the team.   

Functional Competencies (Key Skills and Knowledge)


Excellent secretarial, administration and organisational skills are essential
Good quality oral and written communication skills to ensure effective engagement across all relevant stakeholders in a business environment is essential
Demonstrated ability to handle and prioritise multiple tasks to meet challenging deadlines while maintaining strong accuracy and attention to detail is essential
Demonstrated evidence of robust computer literacy (i.e. MS Office skills including Outlook, Word, Excel and PowerPoint) is essential, coupled with an ability to learn new technologies and use EI’s specific software systems
Broad understanding of Enterprise Ireland’s role and services and an interest in the development and growth of Enterprise Ireland’s client companies
Sound judgement, professionalism, confidentiality and discretion
Strong interpersonal skills and ability to positively contribute to the work of a busy team, with a willingness to take on other tasks as may be assigned from time to time
Openness to learn and willingness to identify and implement efficiencies

Enterprise Ireland Behavioural Competencies

Results Focused
The ability to remain outcome and results focused with regard to business priorities and organisational goals, monitoring progress and adjusting approach to ensure delivery against appropriate timescales.

Innovation and Risk-Taking
Actively encourages new ideas, experimentation and measured risk-taking, while always being on the lookout for opportunities to continuously improve business processes and efficiencies within Enterprise Ireland and client organisations.

Problem Solving and Decision-Making
The ability to be decisive and take tough decisions about clients, people and costs to deliver sustainable results, using the analysis of information and situations to make logical and sound decisions.

Client Focused
The ability to provide an excellent client service focusing on client needs and building and maintaining effective personal and business relationships to advance clients’ objectives and Enterprise Ireland strategy.

Communicating with Impact to Influence Others
Communicates in a manner that will persuade, convince and influence their own colleagues and others, both internally and externally, in order to motivate, inspire or encourage them to follow a particular course of action.

Teamworking
Co-operates with colleagues, shares information and respects the opinions and values of staff members.  Understands the skills, experience and knowledge of staff members and maximises how these can be utilised to the benefit of the department, the organisation and the client.

Embracing & Leading Change
Understands the business agenda of Enterprise Ireland and embraces changes for area of responsibility and for external and internal clients. 

Acting / Leading with Integrity
Lives the Enterprise Ireland purpose and values, acting genuinely and with integrity, in a manner that builds trust and engages and motivates others, placing the genuine needs of the client, the organisation, and staff ahead of personal agendas.

Networking
Establishes and maintains mutually beneficial relationships with colleagues and other networks for the purpose of sharing information.

Developing Yourself & Others
Creates an environment that enables others to excel in terms of job performance. 

Salary Scale

€27,577 to €45,479 per annum contributory superannuation
Rising to €48,116 by long service increments

€26,504 to €43,529 per annum non-contributory superannuation
Rising to €46,035 by long service increments

Candidates should note that entry will be at the minimum of the relevant scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy.  Subject to satisfactory performance, increments may be payable in line with current Government Policy.

Application and Selection Process

The selection process may include short-listing of candidates. The selection criteria will be based on the requirements of the position. It is therefore important that you provide a detailed and accurate account of where you believe your skills and experience meet the requirements for the position. This should be contained in a short document (template attached - maximum 2 pages) accompanying your CV.

Applicants should note that, for shortlisting purposes in particular, clear evidence of the functional competency requirements listed as essential in this specification must be demonstrated as part of the supporting document accompanying your CV.

To apply for one of these positions, send a detailed CV and completed supporting document quoting reference number EI.032.25E to enterpriseireland@osborne.ie or contact Mia Craddock at 01 638 4400

Enterprise Ireland is an equal opportunities employer
Recruitment Data Protection Statement | Enterprise Ireland (enterprise-ireland.com)