Overview
Welcome to National Broadband Ireland (NBI), where we're leading one the most significant and ambitious telecommunications initiatives in the world. We're tasked with delivering, operating and maintaining Ireland's new, high-speed wholesale broadband network as part of the National Broadband Plan.
Our goal: to revolutionise Ireland's broadband landscape by providing reliable, affordable high-speed fibre broadband infrastructure to every corner of the country where commercial services are currently unavailable. We're committed to ensuring that no community, no matter how remote or rural, is left behind without access to this essential service.
The NBI network is set to connect over 1.1 million people and more than 564,000 premises across Ireland. Our focus extends beyond mere connectivity; we're dedicated to promoting inclusivity and driving socioeconomic development by empowering every town, village, and community with high-speed fibre broadband.
NBI is not just a project; it's a long-term commitment. With responsibility for managing the national broadband network for the next 25 years, we're committed to sustainable growth and continuous innovation in the telecommunications sector.
Key Objectives / Accountabilities:
We are looking for an Executive Assistant & Legal Secretary to support the CEO, Senior Management Team (SMT) and Legal team. The role combines senior executive support with legal administration, board support, and company secretarial coordination. Precision, confidentiality, and reliable execution are essential. The position requires excellent organisational, communication and interpersonal skills.
Key Responsibilities:
* Executive support to CEO & CLO
* Diary, inbox, and appointment management for CEO and CLO; prioritise, gatekeep, and resolve conflicts.
* Maintain a forward calendar of deadlines, renewals, and milestones; issue reminders.
* Prepare, collate, and quality-check presentations, briefings, and meeting packs.
* Draft, proof, and issue correspondence.
* Monitor and organise CEO/CLO shared inboxes; respond where delegated.
* Raise and manage Purchase Orders; track accruals.
* Administrative support to SMT
* Keep CEO office and shared areas organised; manage stationery and stock orders.
* First-line coordination with Facilities and IT for issues affecting executives.
* Support with Microsoft 365 apps and internal software coordination.
* Full meeting coordination: room bookings, AV/IT set-up and checks, catering, visitor access, materials printing.
* Plan and deliver team events: offsites, team evenings, lunches, and Christmas events.
* Plan and book domestic and international travel: flights, accommodation, itineraries.
* Manage expenses and corporate cards; reconcile and submit statements.
* Legal administration
* Board and Committee meeting schedules: plan annual calendar, book venues/rooms, and coordinate logistics.
* Manage inbound legal post: log, scan, route to the correct legal owner; track signatures and completions.
* Maintain structured filing, scanning, and document control to audit standard; ensure registers are up to date.
* External counsel administration: collect monthly WIP, coordinate draft invoices for review/approval, process official invoices and GRNs, track spend against matter budgets.
* Handle KYC queries and related documentation.
Knowledge & Experience:
* Minimum of 5 years' Executive Assistant and/or Legal Secretary experience
* Excellent self-directed administration skills with an ability to work unsupervised on day-to-day duties and tasks
* Experience in managing a busy diary - have experience with managing scheduling conflicts with ease
* Ability to use tact with a high level of discretion and confidentiality
* Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
* Excellent interpersonal & communication skills
* Flexibility and a willingness to undertake varied responsibilities while working alone
* Excellent ambassador for NBI, promoting the organisation and role modelling NBI's values.
What We Offer
* A unique opportunity to contribute to a high-impact national infrastructure project
* A collaborative, inclusive, and purpose-driven work environment
* Competitive compensation and benefits package
* Opportunities for professional development and career progression
For more Information on National Broadband Ireland please visit:
Welcome to National Broadband Ireland - NBI