Duties and Responsibilities
* Manage the CE's calendar, ensuring seamless scheduling, prioritisation, and timely follow-ups.
* Draft and prepare high-quality reports, presentations, and communications for internal and external audiences.
* Act as key liaison and minute-taker for senior-level meetings, tracking actions and ensuring accountability.
* Maintain up-to-date records, contact lists, and filing systems, ensuring secure and efficient information management.
* Promote service excellence and effective team collaboration, fostering strong internal and external relationships.
* Represent the CE's Office on project teams and undertake additional responsibilities, contributing to organisation-wide objectives.
* Conduct high-level research and critical analysis, producing briefings and documentation to support strategic initiatives and meetings.
* Liaise across departments and with external stakeholders to coordinate strategic projects and report on key outcomes.
* Evaluate and advise on the integration of AI and emerging technologies, supporting innovation and continual improvement.
* Ensure compliance with legislation, codes of practice, maintaining accurate procedures and supporting governance.
* Inform the executive team on findings from policy reviews to support decision making and continual improvement.
* Coordinate DDLETB events and engagements, supporting strategic visibility and operational excellence.
* Carry out any other duties appropriate to the post/grade which may be assigned from time to time.
FUNCTIONAL COMPETENCIES [Key Skills and Knowledge]:
* A QQI Level 7 qualification (or higher) in, for example, Business Administration, Management, Research, or a related discipline.
* A minimum of 4 years' experience in a similar high-level administrative or executive support role, reporting directly to a Chief Executive or equivalent.
* Proven experience in report writing, data analysis, and policy review, with the ability to produce clear, well-structured documents to support decision-making.
* Excellent communication skills, both written and verbal, with the ability to engage effectively with stakeholders at all levels, internally and externally.
* Strong interpersonal skills with a professional, approachable manner and the ability to actively listen and respond appropriately.
* High level of discretion, confidentiality, and professionalism in all aspects of work.
* Self-motivated, positive, and dependable, with a flexible and adaptable approach to changing priorities and deadlines.
* Demonstrated ability to manage multiple priorities in a dynamic environment while maintaining accuracy and attention to detail.
* Strong organisational, project management, and time management skills.
* Proven ability to identify problems, think critically, and develop effective solutions.
* Knowledge of ETB systems, policies & procedures and/or an understanding of governance procedures in the public sector is desirable.
ICT COMPETENCIES [Key Skills and Knowledge]:
* High proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint and co-pilot)
* Database management and records maintenance
* Knowledge of project management software, CRM systems and financial tools is desirable