Administrative Support Specialist

6 days ago

Dublin, Dublin City, Ireland beBeeGovernance Full time €40,000 - €50,000

As a key support to the Board of Directors, you will be responsible for preparing and distributing agenda items, taking minutes at meetings, and ensuring that all necessary documents are available for Board members.

The Role:
  • To provide administrative support to the Board of Directors.
  • To fulfill all functions of the Secretary of the Board, as set out in relevant governance guidelines and policies.
  • To provide regular updates to Senior Management on best practices in legal and operational matters and all aspects of Board operations.
  • To perform tasks and duties as may be delegated by the Board of Directors.
  • To assist the Chief Executive in supporting the Board and its Committees.
Duties:
  1. Preparation of Agenda with Chairperson in liaison with the Chief Executive.
  2. Collation and presentation of Board papers to Chairperson in advance of Board meetings.
  3. Sharing of Board papers to Board in advance of meeting – the target is 7 days in advance.
  4. Attendance at Board and Committee meetings.
  5. Minute taking and recording actions at Board and Committee meetings.
  6. Sharing the draft action log with the Chief Executive after meetings.
  7. Circulation of draft minutes to Chairperson.
  8. Recording and retention of Board papers in line with governance policies.
  9. Retention and circulation of signed minutes and the post Board Action log of all relevant meetings to all Members and the Chief Executive.
  10. Tracking the close out actions from Board meetings in collaboration with the Chief Executive.
  11. A proactive approach to all communications with internal and external stakeholders.
Qualifications:
  • Educational qualifications (Level 8 on the National Framework of Qualifications or equivalent) in relevant discipline(s) commensurate with this role or significant relevant professional experience.
  • Qualification in corporate governance/company secretarial or law.
Experience:
  • Prior experience working in a similar administrative support role in the public or private sector.
  • An in-depth working knowledge of relevant governance guidelines and policies.
  • Demonstrable knowledge and understanding of the formal basis for the Secretary role in terms of board governance.
  • Demonstrate an understanding of the key roles, responsibilities, and expectations that come with the Secretary role in the public sector.
  • Knowledge of practices/procedures of the public sector and particularly public sector governance.
  • Working knowledge of administrative software.
  • Demonstrable knowledge of public sector meeting procedures, decision-making rules, and governance policies.
  • Demonstrable experience in accurate minute taking.
  • Excellent communication, interpersonal, and influencing skills at Executive/Board level, in addition to strong service orientation and ability to interact with a complex range of stakeholders.
  • Ability to maintain independence of thought and judgment and to uphold best practice in corporate governance.

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