Executive Assistant

1 month ago

Dublin, Ireland RCSI Full time
Post Date : 23-May-2024Close Date : 09-Jun-2024 Title:  Executive Assistant Department:  Office of the President Tenure:  Permanent appointment Location:  President’s Office, 123, St Stephens Green Dublin 2 Reporting to:  President of RCSI Manager:  Louise Loughran, Chief Communications Officer Proposed Start Date:  July 2024 Office of the President, RCSI RCSI is a statutory body. Under the terms of the Royal College of Surgeons in Ireland (Charters Amendment) Act 2003 and earlier statutory enactments, the primary governing body of the RCSI is the Council (Governing Authority). The Council has 23 members, comprising surgeons who are Fellows of the College and elected by Fellows and Members, and external or lay representatives. The Council elects a President and Vice-President from among its number, both of whom serve two-year terms of office. The successful candidate will support the Office of the President. Objective: We are looking for a professional, capable and motivated Executive Assistant to provide proactive support. The objective of the post is to provide administrative support to the President of RCSI and the associated RCSI Council. The successful candidate will be responsible for managing all administrative support for the President, whilst also being the main point of contact for the Office of the President. This role requires an in person presence within the office in St Stephen’s Green, some flexibility to work remotely may be agreed, in line with RCSI policies, with prior approval by the Chief Communications Officer and the President. Specifically, the duties of the post are: Provide administrative and secretarial support to the Board and other committees Organise and schedule meetings, conferences and events Screen and deal with incoming calls and queries Manage multiple diaries Manage relationships with key stakeholders Preparation of reports, minutes, presentations and letters to a high standard Manage standing orders Develop policies, Governance handbook, risk register Manage faculty CRM Support strategic and business planning updates Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business Knowledge & Experience (Essential) Excellent verbal and written communication skills Outstanding relationship building and stakeholder management skills Excellent ICT skills Excellent attention to detail Previous experience minute taking and agenda preparation Diary management experience Ability to multitask, use initiative and prioritise workload High level of conscientiousness and confidentiality Self- motivated with proactive attitude to implement solutions and problem solve Very high level of proficiency in information systems and working knowledge of the Microsoft suite Ability to produce results under strict/ short deadlines or for longer projects Knowledge & Experience (Desirable) Relevant qualification: Business / management degree is an advantage but not essential Previous experience in a similar role We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do apply — we would love to hear from you. Skills & Competencies: The successful candidate should be able to demonstrate: Strong organisational and administrative skills with the ability to focus on and produce results and prioritise objectives. Proficiency in computer skills including MS Office Suite and word processing skills. Experience using Quercus and Moodle would be an advantage. An effective communication style appropriate to audience and situation. Ability to make decisions and meet deadlines. The ability to work on one’s own initiative as well as in collaboration with colleagues. Flexibility to work irregular hours on occasion. Experience and a proven track record in a similar role would be an advantage The Process:

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