PA to CEO/Office Manager S11913

Job Title: PA to CEO/Office Manager

Salary: €50-60K

Location: Sandyford – Full time on site.

Ref: S11913

PA TO CHIEF EXECUTIVE / OFFICE MANAGER    

Our client is a long-established, not-for-profit-representative body involved in the promotion of healthy dietary products.

The team brings together colleagues across marketing, communication, nutrition, finance, and general management together with stakeholders in the farming and education sector.

ROLE PROFILE

This position is full-time office based in Sandyford, Dublin 18.

This is a key role within the organisation, with primary responsibility to support the CEO but the successful candidate has interaction and communication across the organisation as a whole.

Support CEO

•    Diary management

•    Travel arrangements

•    Support with presentations, reports, correspondence

•    Meet and greet visitors

•    Set up CEO & team meetings – internal & off-site

•    Arrange venues for external meetings

•    Monitoring emails and prioritising urgent information

•    Processing expenses

Governance/Company Secretarial Support

•    Organising Board, Sub-Board & Annual General Meetings – attending and taking minutes

•    Compiling & distribution of Board Packs in advance of meetings

•    Prep of Companies Registration Office paperwork in relation to appointment/resignation of directors and Annual Return

•    Manage process for Annual Report (input from team, print and distribution of same)

•    Maintaining Register of Beneficial Ownership

•    Preparation of attendance and mileage forms for Board expenses

•    Board Communication – welcome packs for new Board directors, updates on issues, etc., day to day communication with Chairperson and other Board members on various topics

•    Manage Regional Board Election process (every 3 years)

Manage Payment Receipts

•    Acknowledge receipt of payments from member and reconcile with returns

•    Update schedule of payments to align with national figures.

•    Liaising with Financial Controller, follow up on any outstanding payments/returns

Human Resources

•    Employee Handbook updates

•    Monitoring annual leave and sick leave

•    Health & Safety manual & training updates

•    Support with preparation of employment contracts & finalising signing etc

•    Manage collection of Organisation of Working Time (OWT) weekly timesheets

Office Management

•    Keep kitchen and bathroom supplies in stock

•    Stationery orders

•    Liaising with vendors/suppliers/maintenance companies

•    Set up of IT system and devices for new employees, and manage upgrades when required

•    Liaising with IT support when necessary

•    Manage Trademark Approvals portal

General Support

•    Ad hoc team support – preparation/proofing of documents, presentations, publications with update of reports, presentations, booklets, events & projects

•    Fulfil order of publications by consumers/schools/healthcare professionals via printers/courier/postage

•    Distribution of new publications to library list under the Legal Deposit statutory obligation

•    Answer telephone queries where required

KEY SKILLS & EXPERIENCE

•    Experience as a Personal Assistant supporting senior management

•    Experience in event management and budget tracking

•    Composed, highly organised professional with a structured approach to workload

•    Exceptional communication and interpersonal abilities, with confidence engaging at all levels

•    Strong attention to detail and consistently high standards of accuracy

•    Demonstrates professionalism, discretion, and a commitment to maintaining confidentiality

•    Flexible and adaptable, able to adjust quickly to changing priorities

•    Self-motivated with the ability to work independently as well as collaboratively within a team

•    Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook

•    Energetic and proactive with a positive “can-do” mindset

•    Holds a full, clean driving licence and has access to personal transport for occasional travel across Ireland

•    Fully eligible to work in Ireland

Please note – this role is fully office based.

For more information please send your CV to Hazel Whelan in confidence through the link.

Email: hazel@rplus.ie

If you are living in Ireland and hold a VALID WORK PERMIT, please feel free to contact us directly. However, if you do not hold a valid work permit unfortunately we will not be in a position to assist you with your job search.

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