Role Profile
Title:
Executive Assistant (Hybrid)
Reporting to:
Chief Executive Officer (CEO) or appointed designate
Purpose of the Role
The Executive Assistant is an integral role in the provision of comprehensive support to the CEO and Executive Team, as well as acting as liaison to the Board of Trustees, Company Secretary and Senior Leadership Team. Confidentiality and discretion are key requirements, as such the Executive Assistant will maintain strong boundaries and handle sensitive information with professionalism and integrity.
In addition, the Executive Assistant has responsibility for the oversight of the management of the Cheshire Ireland Central Office in Dublin, along with line management responsibility for the Central Office Administration Team.
Cheshire Ireland strives to ensure that all people using our services are supported to live their best possible life. It is critical that all Cheshire Ireland staff perform their roles in a manner that is consistent with Cheshire Ireland's core values of Excellence, Partnership, Learning, Integrity and Respect.
Key Responsibilities
CEO & Executive Support
* Manage the CEO's calendar, coordinate meetings, and support the CEO with timely advance meeting preparation as required.
* Act as a gatekeeper and point of contact for internal and external communications to and from the CEO, flagging time sensitive issues and proactively ensuring the necessary follow-up.
* Provide administrative support to the Executive Team as required.
* Plan and schedule Executive, Senior Leadership Team (SLT) meeting dates for the year and ensure all pre-meeting preparation is completed in a timely manner including venue/virtual arrangements, circulation of online meeting links, agenda setting, and collation and distribution of meeting papers.
* Attend Executive Team and SLT meetings, screen share meeting documents, take meeting minutes, track actions and circulate to all attendees.
* Coordinate off-site meetings and events for the Executive Team and SLT as required.
* Coordinate monthly online National calls and upload presentations and recordings of calls to Teams.
* Prepare, proof-read, and format documents, emails, reports, presentations, and correspondence on behalf of the CEO and the Executive Team, ensuring accuracy and clarity.
* Provide information for publications (e.g. Annual Report) as required.
Board and Governance Support
* Act as a key liaison person between the CEO, Company Secretary and Board of Trustees.
* Assist in the coordination and scheduling of Board Meetings including venue/virtual arrangements.
* Assist the CEO in the preparation of board packs and briefing materials, and upload to Decision Time in advance of meetings.
* Attend Board meetings and take accurate and timely minutes, track actions, and maintain board documentation.
* Maintain Decision Time membership and keep Board contact information up to date.
General Administration Support
* Ensure all confidential information is handled professionally and with discretion.
* Participate in and provide support to ad hoc project teams and working groups as required.
* Ensure all executive office systems and processes run efficiently and effectively.
* Support the Fundraising & Corporate Affairs Manager in the organisation of major events such as the annual Management Conference etc.
Office Manager Responsibilities
* Oversee the day-to-day management of Central Office and administrative support functions, ensure that reception area and reception phone is covered at all times. (Act as cover for reception and/or admin duties from time to time as required)
* Line manage Central Office administration team.
* Oversee Central Office hybrid staff booking rota and meeting room management.
* Maintain oversight of all service providers to Central Office and conduct annual review of contracts to ensure effectiveness and value for money.
* Act as liaison with the office landlord regarding building maintenance, alarm system, fire drills etc.
* Ensure maintenance and availability of office equipment and meeting aids e.g. screen, webcam, projector, flip charts etc.
Personal Attributes
* Motivated by strong personal values that are aligned with the core values of Cheshire Ireland.
* Commitment to excellence and a high degree of personal integrity.
* Ability to inspire and motivate others and build strong positive relationships.
* Ability to successfully collaborate with colleagues across functions.
* Positive and proactive mindset and approach to work.
* Able to regulate own emotions and present professionally in the face of adversity.
* Adept at analysing and solving problems.
* Understands and supports the need for change initiatives and continuous improvement.
* Committed to ongoing personal and professional development
Flexibility & Additional Duties
The nature of this role requires flexibility. Employees must be prepared to undertake additional tasks as assigned by the organisation. This role profile is subject to periodic review and may be amended as necessary to meet evolving service needs.