Role:                    Executive Assistant to CEO

Location:            Head Office, Greenhills Road, Tallaght, Dublin 24

Hours:                 40 hours per week, some flexibility is needed in the working hours of this role

Salary: €40,000- €42,000 Depending on experience Contract type: Permanent

Pieta's vision is a world where suicide, self-harm and stigma have been replaced by hope, self-care and acceptance. Pieta provides a range of counselling services for people who are suicidal, engage in self-harm or who are bereaved by suicide. Pieta also operates a national 24-hour helpline (1800 247 247) and a dedicated Education and Training function. We are committed to delivering our services with care and professionalism and continue to strive to ensure that we provide the best service for our clients.

Role & Responsibilities:

The Executive Assistant will provide high level professional support to the Chief Executive Officer as follows:

Day to Day

• Executing and co-ordinating day to day diary and office management for the CEO
• Managing the CEO's schedule, emails and engagements
• Drafting letters and reports
• Providing an efficient administrative support service to the CEO including, responsibility for the scheduling and management of appointments and meetings within a rapidly changing set of priorities and demands
• Acting as the first point of contact for incoming queries from internal and external stakeholders Where appropriate, actively managing queries and responding on behalf of the CEO
• Maintaining confidentiality of the CEO office

Meetings and Communications

• Issuing outgoing communications from the CEO to all areas of the organisation including all-staff briefings and recording of same to ensure clear and professional messaging and the effective dissemination of information
• Planning and arranging briefings from the CEO to the full Pieta team including townhall meetings and other all-staff briefings
• Collating and reviewing data on Pieta activity and preparing for reporting
• Scheduling of and minute taking at Executive Team meetings and other meetings as required
• Booking and arranging accommodation and meeting space as required for the CEO and Board of Directors

Administration and Reporting

• Checking invoices and supporting compliance with procurement procedures
• Managing the filing and retention of all documentation, as necessary. Assist with proof-reading and editing of reports
• Manage weekly, monthly and quarterly reports and any ad-hoc reports for distribution to relevant stakeholders
• Day to day processing of expenses, leave requests etc for the CEO
• Provide occasional cover for Head Office Reception when needed
• Any other reasonable administration which may be needed in the course of the role to support the effective administration of the CEO and the Pieta Head Offices

Skills & Experience required:  

• Experience and Competence in an Executive Assistant/Personal Assistant/Senior Administrator role with a minimum of 3 years previous experience
• A strong professional communicator with the ability to communicate verbally and in writing across all levels
• Ability to prioritise, working with multiple deadlines, at pace and across multiple functions
• Demonstrates superior organisation skills on a day-to-day basis and in the execution of larger scale arrangements
• Highly organised with excellent administrative skills
• Demonstrates attention to detail and is conscientious regarding accuracy and quality of work produced
• Ability to work on own initiative, taking decisions where appropriate
• Hardworking, flexible and adaptable in approach
• Demonstrable experience and superior working knowledge of Microsoft Office applications Word, Excel, PowerPoint and Outlook
• Previous experience in a charity or health care service is desirable

 Employee Benefits:

• Competitive salary and leave entitlements
• Access to training & development opportunities including annual CPD allowance
• Access to contributory pension scheme
• Life Assurance benefit
• Employee Assistance Programme
• Travel Pass/Bike to Work Scheme

Applications for this post should be made via email, attaching a cover letter (outlining your particular suitability for the role) with an updated Curriculum Vitae to 

recruitment@pieta.ie

The closing date for applications is 5pm June 16th 2022.

First round phone interviews are expected to take place week beginning 20th June 2022.

Candidates will be required to attend a second round face-to-face interview at Pieta Head Office week beginning July 4th 2022.

PIETA IS AN EQUAL OPPORTUNITIES EMPLOYER.