Administrative and Executive Support

Role Purpose:

The administrative support person works to a high standard providing a range of administrative services to support the efficient and effective operation of the business. The exact mix of tasks required for any one individual will vary depending on their assigned area’s business needs. Typically, tasks will include those related to member communications; scheduling; database/data management; purchase orders and record keeping.

Key Activities & Responsibilities:

The mix of tasks and the associated volumes will depend on the assigned area – the following list is illustrative of the nature of the work and is not exhaustive:

• Managing incoming and outgoing email; post; call queries
• Dealing with general queries from members and forward calls, as appropriate
• Log caller and call details as appropriate
• Respond to requests for documentation and web based information
• Deal with internal information requests
• Issue communications/segments to members as required
• Support for the Key Account Management meeting arrangements and documentation
• Website maintenance and provide passwords to access websites
• Support publications production; quality proofing and coordination for the production
• Ensuring all databases are accurate and up to date and support CRM changes.
• Formatting documents, word and PowerPoint
• Preparation of documents, reports and submissions
• Diary management; travel arrangements
• Support promotional campaigns
• Co-ordinates meeting arrangements; minutes and agendas
• Events administration and co-ordination including management of bookings and promotions
• Manage invoices and purchases orders.
• Provide cover for reception and/or switchboard on an as needs basis

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role. Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time.

Person Specification: 

Qualifications

• Post leaving certificate qualification

Knowledge base

• Understanding of delivering service excellence to member companies and Ibec staff
• Knowledge of information communication and web technology for service delivery
• Knowledge of Ibec and its services to members

Work Experience

• Previous experience in a busy environment where initiative, flexibility, customer service and organisation skills were demonstrated

Competencies

• Strong customer service skills
• Good telephone manner
• Good communicator – ability to ask relevant questions and present information succinctly and to-the-point
• Planning and organisation skills and capacity to deliver to deadlines
• Strong IT skills and capacity to see new opportunities to use technology
• Capacity to work with a number of IT systems, including databases, Navision, Newsweaver, Word, PowerPoint and Excel
• Knowledge of basic research methods
• Attention to detail

Personal characteristics

• Reliable - consistency of performance and dependability
• Responsive - willingness and readiness to provide service
• Courteous and friendly
• Listening/understanding
• Punctual and organised
• Team player
• Demonstrates a flexible approach to work

Ibec Core Competencies

Bias towards action

• Collaborative – work together as ‘one Ibec’.
• Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
• Decisive – make clear, well-informed decisions.

Member and Customer Focus

• Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
• Creative and Innovative – not afraid of dynamic thinking in finding solutions.
• Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.

Drive and Personal Leadership

• Ambitious – driven and can take responsible risks.
• Accountable – committed to highest standards and takes ownership of actions.
• Continuous Improvement – proactive on personal and professional development