Special Olympics Ireland is a sports organisation for people with an intellectual disability.
Our Vision is to drive and support a quality year-round sports programme that is embedded in local communities, resourced by vibrant and strong leaders, and offers health and well-being opportunities to athletes with an intellectual disability from 4 years of age upwards.
Our staff and volunteers are dedicated to changing lives of people with an intellectual disability through Sport.
Special Olympics Ireland has one of the strongest Special Olympic Programmes worldwide and we are looking for a motivated individual to join our dedicated team to help build upon our success.
The Position:
The Executive Assistant will provide comprehensive support to the Chief Executive Officer (CEO) to always ensure efficient and effective management of the Executive Office (EXO).
The ideal candidate will be confident and comfortable liaising with all Special Olympics stakeholders such as board members, patrons and staff as well as external personnel in government, corporate and voluntary organisations.
Key Responsibilities:
Be responsible for the overall administration and secretarial support of the Executive Office (EXO) such as dealing with emails, post, filing, and maintaining contacts.
Organise and maintain the CEO's diary and schedule appointments.
Maintain a record of telephone calls, meetings, memos, reports and proposals in relation to the Executive Office's work.
Prepare reports, charts, briefing papers and presentations along with drafting emails, letters and Board Meeting minutes.
Prepare and arrange documentation for all meetings of the CEO, in particular Board Meetings and other meetings such as Patrons' Lunch events.
As part of a small team, plan, organise and coordinate the Annual General Meetings (AGM) or other EGMs as required.
Ensure suitable facilities and requirements are organised and set-up as part of meeting arrangements.
Work with the Finance Department in submitting relevant material to the Charities Regulator and the Companies Registration Office including Annual Reports and Trustee details.
Assist with expense management, invoices, and annual budget cycle.
Assist in the completion of various Grant Applications.
Take a lead coordination role in projects as required by the CEO.
Handle telephone calls, enquiries and requests and respond appropriately.
Set up purchase orders as required for the Executive Office including assistance with new tenders as and when required and ensure the timely processing of EXO office invoices.
Support various compliance reporting including quarterly Lobbying returns.
Provide guest administration for various corporate events and Special Olympics Games.
Support the Central Office team with reception cover on occasion.
Flexibility to work on some weekends and evenings.
Maintain confidentiality and handle sensitive information with discretion.
Undertake any other assignments as may be reasonably requested by the CEO.
Required skills and experience
Previous experience as an Executive Assistant, Personal Assistant, or similar role at senior level.
Ability to work on projects, prepare presentations and reports is essential.
Experience working in a charitable / community based or voluntary sector is an advantage though not essential.
Experience in dealing with voluntary Boards of Directors is desirable.
Knowledge of the role of the Charities Regulator, Companies Registration Office (CRO) and ability to navigate their website portals is an advantage.
A thorough working knowledge of all aspects of Microsoft Office, including Excel, PowerPoint and Outlook is essential.
Experience of CANVA is an advantage.
A full clean driver's license is essential.
Ability to work under pressure and adapt quickly in a fast-paced environment.
Key Competencies
Excellent organisational and time management skills
An ability to maintain a high standard of professionalism and confidentiality.
Strong interpersonal and communication skills, and a friendly telephone manner.
Strong attention to detail with a proactive, problem-solving mindset.
Flexibility and being a team player are important traits, as is having passion and pride in the work carried out by Special Olympics.
Working at Special Olympics Ireland
Our core values are embedded in the culture of our organisation:
Passion & Pride
Equipped for Empowerment
Flexibility & Adaptability
One Team
Benefits include:
Flexible /Hybrid Working - Enhanced Sick Pay - Enhanced Maternity Pay – Employee Assistance Scheme - Time off in Lieu - Employer Pension - Staff Wellbeing Initiatives –– Free car-parking
Special Olympics Ireland operates a hybrid working environment, allowing the successful candidate to work between our office and home.
The role will also require flexibility to work outside of standard office hours, including some evenings and weekends.
A time-off-in-lieu process is in place to support this requirement.
Location:
Greater Dublin.
Hybrid.
Payment:
Competitive
Please send your CV and cover letter outlining why you are suitable for the role by Friday 10th October