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 Lobbying & Influence Division. Typically, tasks will include those related to member communications; scheduling; database/data management; purchase orders and record keeping. 

Key Activities & Responsibilities:

• Respond to requests for documentation and web-based information
• Deal with internal information requests
• Issue communications/segments to members as required
• Support publications production; quality proofing and coordination for the production
• Ensuring all databases are accurate and up to date
• Formatting documents, word and PowerPoint
• General administration duties
• Preparation of documents, reports and submissions
• Diary management
• Cover for CEO Executive Assistant when on leave
• Travel arrangements and coordination
• Support promotional campaigns
• Co-ordinates meeting arrangements; and agendas
• Event administration and co-ordination
• Manage bookings and promotions
• Manage purchases, PO’s and financial administration

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. Sector assignment may be subject to change.

Person Specification:

Qualifications, skills and experience

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