JOB DETAILS
The administrative and executive support post holder works to a high standard providing a range of administrative services to support the efficient and effective operation of the business. The exact mix of tasks required for any one individual will vary depending on their assigned area’s business needs. Typically, tasks will include those related to member communications; scheduling; database/data management; purchase orders and record keeping.
The closing date for applications will be 24th April 2026.
This fully officed based role will be offered on a part time basis Monday - Friday (10:00-14:00).
ABOUT THE ROLE
Direct delivery of administration services to an assigned team including but not limited to:
* 1st level support for general queries from members and forward calls to team, as appropriate
* Coordination of member queries / cases / matters through Case Management System and workflows
* Case administration - Formatting documents, reports and submissions
* Maintain accurate member data in CRM & provide member access to Ibec website where required
* Respond to member requests for documentation and web-based information
* Process internal information requests
* Issue communications/segments to members as required
* Team diary management & travel arrangements.
* Co-ordinate meeting arrangements - minutes and agendas
* Events / podcast / webinar administration and co-ordination including organising refreshments
* Manage bookings and promotions
* Manage invoices and purchases.
NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role. Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time. Sector assignment may be subject to change.
Qualifications
* Post leaving certificate qualification
Knowledge base
* Understanding of delivering service excellence to member companies and Ibec staff
* Knowledge of information communication and web technology for service delivery
* Knowledge of Ibec and its services to members
Work Experience
* Previous experience in a busy environment where initiative, flexibility, customer service and organisation skills were demonstrated
Competencies
* Strong customer service skills
* Good telephone manner
* Good communicator – ability to ask relevant questions and present information succinctly and to-the-point
* Planning and organisation skills and capacity to deliver to deadlines
* Strong IT skills and capacity to see new opportunities to use technology
* Capacity to work with IT systems, including databases, Navision, Newsweaver, Word, PowerPoint and Excel
* Knowledge of basic research methods
* Attention to detail
Personal characteristics
* Reliable - consistency of performance and dependability
* Responsive - willingness and readiness to provide service
* Courteous and friendly
* Listening/understanding
* Punctual and organised
* Displays a high degree of judgement, discretion and confidentiality
* Team player
* Demonstrates a flexible approach to work
Ibec Core Competencies
Bias towards action
* Collaborative – work together as ‘one Ibec’.
* Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
* Decisive – make clear, well-informed decisions.
Member and Customer Focus
* Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
* Creative and Innovative – not afraid of dynamic thinking in finding solutions.
* Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.
Drive and Personal Leadership
* Ambitious – driven and can take responsible risks.
* Accountable – committed to highest standards and takes ownership of actions.
* Continuous Improvement – proactive on personal and professional development
Ibec is an equal opportunity employer and is committed to providing reasonable accommodations for potential and existing employees with a disability. Should you wish to request a reasonable accommodation please email Dearbhla at Dearbhla.rice@ibec.ie
About us
Working in Ibec
Join Ibec and further your career.
Working in Ibec means you are part of an overall effort to deliver on a vision for Ireland to be a balanced, growing and prosperous society. We look to the workplace of the future with the changing needs of our members as well as our workforce to create a dynamic and exciting working environment.
We hire people from many backgrounds who are highly knowledgeable, engaging, professional and, most importantly, passionate about business.