PA to CEOBantry - 1 Year Fixed Term Contract 35 Hours per week Closing Date for Applications: Friday 6th June 2025 Interviews to take place on 30th June and 1st July 2025 This job description indicates the main functions and responsibilities of the post and is subject to review and amendment in light of changing circumstances and may include other duties and responsibilities as may be determined from time to time by the CEO. You will be given as much notice of such changes as possible. It is CoActions practice to review job descriptions on a regular basis. Overall Purpose of Position CoAction West Cork CLG (hereafter CoAction) provides a wide range of community-based day, residential, respite, home support and outreach supports and services to children and adults with an intellectual disability with and without autism, and their families, throughout West Cork. The supports and services we provide is underpinned by CoActions Vision, Mission, Core Values and Strategic Plan, which together aim to enable people we support realise their dreams and ambitions. CoAction is also an Approved Housing Body (AHB). This is an exciting opportunity for an experienced and highly organised individual, with a talent for building strong working relationships, to provide critical and comprehensive support to the Office of the Chief Executive Officer (CEO). The successful candidate will provide highly professional and wide-ranging administration support and be involved in project management arising from current and future initiatives. Key Responsibilities Act as the first point of contact for the Office of the CEO, with the responsibility of managing all communications to and from the Office of CEO inclusive of overseeing all incoming enquiries such as emails, invitations and correspondence and ensuring all communication is responded to efficiently and in consultation with or by the appropriate stakeholders. Responsible for managing the calendar of the Office of the CEO, ensuring an up-to-date calendar is maintained with consideration to priority matters and unforeseen matters arising. To collate all supporting documentation required for meetings, events and forums. Coordinate the logistics for internal and external meetings and conferences, attending as necessary inclusive of administrative support, when required. Provide administrative support for assigned internal and external meetings involving the Office of the CEO. Provide administrative support for meetings of the Board of Trustees and Board Committees, including preparing agendas, collating necessary information, minute taking, producing minutes, and ensuring follow-up actions are progressed. Maintain all relevant lobbying information, capture same across the organisation and ensure that the organisation meets its requirements under legislation. Maintain all governance documentation to ensure that the organisation meets its obligations and the requirements of the HSE and various regulatory bodies. Create and maintain databases and tracking systems including maintaining a filing and information system for the Office of the CEO that are fully compliant with GDPR requirements. Review, research, summarize and relay information to the CEO. Prepare briefing notes, reports, and presentations as requested. Ensuring that all work is delivered within deadlines and prioritising work accordingly. Support the CEO in the management and delivery of CoActions Strategic Plan. Make appropriate use of technology to advance the quality and efficiency of the office of the CEO. Assist with all elements of project reporting, using templates to maintain reports on deliverables. Ensure consistent implementation of and adherence to procedures within own area of responsibility. Undertake specific areas of responsibility and special projects, as required, to support the CEO. Manage and supervise administrative staff, as assigned. The above list is not exhaustive. Essential Qualifications Minimum QQI Level 6 in a relevant/related area (i.e., QQI Administration and Office Management; Diploma in Office Administration; Diploma in Office Administration & Technologies; Business Administration; Legal Studies; Executive PA Diploma, Accountancy Qualifications etc.) ECDL, Microsoft Office User Specialist or demonstrable experience Desirable Qualifications QQI Level 6 in Project Management Essential Experience Minimum of 5 years experience in a PA/ Executive Assistant role supporting Senior Management in a busy environment Significant experience in the creation of professional documents, presentations and reports. Significant experience in a role that has involved dealing with senior managers and other key internal and external stakeholders. Demonstrate experience of researching, collating and writing briefing materials and experience of management information reports. Sound experience of establishing positive and productive relationships at senior level within organisations. Experience of working across a range of IT platforms. Experience in social media and modern communication technology. Desirable Experience Experience working in a similar role within a human right, not-for-profit, community, social care or healthcare sector would be a distinct advantage. Essential Knowledge, Skills and Competencies Professional Knowledge & Experience Ability to develop own professional knowledge and expertise. Knowledge of relevant legislation, regulations, and guidelines as required by the role. The ability to use computer technology and databases effectively. Planning and Managing Resources Strong planning and organising skills including prioritising and organising own workload and that of others effectively. The ability to work to tight deadlines and operate effectively with multiple projects and competing priorities. The ability to take responsibility and be accountable for the delivery of agreed objectives. Showing strong emphasis on producing work of a high standard. Evaluating Information, Problem Solving and Decision Making Ability to evaluate complex information from a variety of sources and make and communicate effective decisions. Excellent analytical, problem solving and decision-making skills including the ability to implement change. Demonstrates initiative in the resolution of complex issues. Evidence of proactively identifying areas for improvement and the development of practical solutions for their implementation. Evidence of an ability to generate and implement creative solutions. Ability to handle business communications, data and other information with confidentiality and discretion. Team Working and Leadership Skills Evidence of setting high standards of performance for self and others, ensuring accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility. Flexibility, adaptability and openness to working effectively in a changing environment, in addition to a willingness to undertake varied responsibilities Ability to give feedback to others and to relate information in a clear and concise manner. Must be able to work collaboratively, with a range of colleagues in the wider organisation, as well as with external stakeholders. Communication and Interpersonal Skills Excellent interpersonal and communication skills to facilitate work with a wide range of individuals, groups and multiple stakeholders. Providing information in a clear and concise format. The ability to build and maintain relationships with colleagues and other stakeholders to assist in performing the role. Demonstrate motivation and an innovative approach to the job within a changing working environment and the ability to motivate others. Additional Information Full Drivers Licence and access to a vehicle On occasion there will be a requirement to record minutes of meetings outside of core working hours i.e. evenings. Salary Point 1 of Grade V of the CoAction 2024 Pay scale €46,161 per annum 25 days annual holiday This job description indicates the main functions and responsibilities of the post and is subject to review and amendment in light of changing circumstances and may include other duties and responsibilities as may be determined from time to time by the Director of Services/CEO or designated Line Manager. You will be given as much notice of such changes as possible. It is CoActions policy to review job descriptions on a regular basis. CoAction West Cork CLG is an equal opportunity employer Skills: 5 years experience in a PA/Executive Assistant IT Social Media Reports Presentations Benefits: 25 days annual leave Pension