Executive Assistant to Institute Secretary
Terms: Fixed Term Contract (9 months)
Hours: Full Time
Location: Hybrid Working Arrangement in Chartered Accountants Ireland
About Chartered Accountants Ireland
Chartered Accountants Ireland is Ireland’s leading professional accountancy body, representing over 32,000 members around the world and educating 7,000 students. The Institute aims to create opportunities for members and students, and ethical, sustainable prosperity for society. An all-island body, Chartered Accountants Ireland was established by Royal Charter in 1888 and now has members in more than 90 countries. It is a founding member of Chartered Accountants Worldwide, the international network of over one million chartered accountants. It also plays key roles in the Global Accounting Alliance, Accountancy Europe, and the International Federation of Accountants.
The world of professional accountancy is changing at an unprecedented pace, adapting to its crucial role in climate reporting, AI and emerging technologies, increasingly sophisticated regulation, and evolving ways of working. This pace of change ensures that the non-stop demand for professional accountants and their services will continue to grow and expand to 2030 and beyond. Chartered Accountants Ireland, the longest established and fastest growing professional accountancy body on the island of Ireland, is changing rapidly too, drawing on best-in-class organisational design and state-of-art digital solutions to provide forward-looking education, support, and regulation to members, firms, and students in the years ahead.
Institute Values
The Institute seeks to ensure an environment based on its values of Innovation with Ambition, Collaboration for Impact, Speed and Simplicity, Trust, Inclusion, and For Tomorrow, For Good. Candidates should be able to demonstrate how these may apply to them in the role for which they are applying and how their previous experience is relevant to them.
Summary of the Role
In the first instance the Executive Assistant will work with the Institute Secretary of Chartered Accountants to ensure that they can efficiently manage a very busy work schedule, remain up to date in Institute business and within our trading environment, anticipate developments and respond promptly to communication. This role is a mixture of assistance on projects requiring support of someone at an Executive Assistant level, and an administrative role, such as collating, printing, and issuing Council, Board, and Committee papers to the secure portal (Admincontrol).
The Role
Key Responsibilities:
- Proactive management of the Institute Secretary’s diary.
- Assist the Institute Secretary in supporting Council and the Oversight Board, including collation and presentation of papers in advance of Council and Board meetings.
- Screening papers for Council and Board meetings and uploading them to the secure portal (AdminControl).
- To assist the Institute Secretary in the arranging and preparing for General Meetings and the Council Election.
- Communicating with Council and Board members to ensure availability for meetings, arranging venues, hotel accommodation, and where required, transport for Board and Council members.
- Arranging events to coincide with Council and Board meetings, including venues, accommodation, menus, audio-visual or technology support, etc.
- To assist the Institute Secretary in monitoring the Institute’s governance structure and reviewing the procedures to ensure they are effective, including performance evaluation.
- To assist the Institute Secretary in ensuring the Office of the CEO and Institute Secretary complies with relevant GDPR provisions.
- Preparation and compilation of reports, presentations, agendas, and papers for meetings
- To assist the Institute Secretary in maintaining statutory and other records and registers as required under Company Law or Institute Bye-Laws.
- Administer the Institute Secretary’s expenses and ensure timely payment of any outstanding invoices and maintaining appropriate records.
- To attend meetings where required and assist with minute taking.
- Some travel may be required to attend council meetings, events, and other activities.
- Work alongside the Executive Assistant to the Chief Executive on projects and provide cover when required.
- Other ad hoc responsibilities to assist the Institute Secretary.
The candidate
Professional Experience:
Previous experience as an Executive Assistant and administrative experience at a senior level in a similar role is required. The suitable candidate should also have the competencies previously outlined coupled with the necessary personal attributes.
Knowledge & Skills:
- Excellent IT skills: specifically in MS Office suite, with advanced skills required in Word and PowerPoint and be able to initiate and compose slide decks as required.
- The candidate must have excellent letter writing skills.
- Excellent analytical, problem-solving, and decision-making skills.
- Experience taking and producing minutes in a timely fashion.
- A third level qualification would be an advantage.
Personal profile
- A high degree of organization, specifically a demonstrated ability to plan and organize work in advance.
- Discreet and trustworthy.
- A friendly and personable manner, capable of developing and sustaining positive relationships with stakeholders.
- Excellent time management skills; the ability to maintain performance while managing multiple priorities,
- Excellent communicator, both written and verbal,
- Reliable, resourceful and action oriented, with an ability to work on your own initiative.
- Highly flexible and adaptable to changing requirements and priorities.
Flexible work arrangements
The Institute will use the information which you have provided in this form to respond to your request or process your application and will hold and protect it in accordance with the Institute's privacy statement, which explains your rights in relation to your personal data. By submitting this application acknowledge you have read our privacy statement.
Chartered Accountants Ireland is an equal opportunities employer.
How to apply:
Applications, including curriculum vitae, should be sent directly via email to hr@charteredaccountants.ie or alternatively be sent via post to:
Human Resource Department
Chartered Accountants Ireland,
Chartered Accountants House,
47 Pearse Street,
Dublin 2
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