Executive Assistant

The National Gallery of Ireland (‘the Gallery’) is Ireland’s major national cultural institution devoted to the collection and care of fine art. Comprising more than 17,000 paintings, drawings, watercolours, miniatures, prints, sculpture and decorative arts, the institution's extensive holdings include masterpieces by many of the most celebrated figures in the history of western European art. In addition, the Gallery houses the most representative collection of historic Irish art. Funded mainly by the State, the Gallery employs more than 180 staff and provides free access to the public 361 days a year. In 2023, the Gallery received numerous awards and accreditations. These included the Triple Lock Standard, which recognises Irish charities that have achieved excellence in governance, financial reporting, transparency and ethical fundraising.

The Gallery wishes to recruit an Executive Assistant, Corporate Services on a permanent basis. This post serves as the primary point of contact for all matters pertaining to the Corporate Services division. The Corporate Services division consists of Commercial, HR, Finance & Systems and Operations. This Executive Assistant post requires a professional, diligent, organised individual who has a proven ability to manage the administration of multiple projects as well as providing administrative support to the Director of Corporate Services. Reporting to the Director of Corporate Services, the Executive Assistant will:

• Complete a broad range of general administrative tasks for the Director of Corporate Services and the Corporate Services Office
• Provide office administration, including responsibility for incoming and outgoing post, stationery and other orders, couriers and taxis
• Schedule appointments and coordinate the Director of Corporate Services’ diary
• Communicate directly on behalf of the Corporate Services division, to various internal and external stakeholders
• Participate as an adjunct member of the Corporate Services team which includes scheduling and preparing the agenda and minutes
• Research and prioritise incoming issues and concerns addressed to the Director of Corporate Services, including those of a sensitive or confidential nature and determine an appropriate course of action, referral or response
• Work closely and effectively with the Director of Corporate Services and the Director’s office to ensure they are kept well informed of upcoming commitments and responsibilities
• Treat all matters related to this office with discretion and confidentiality
• Administer tasks and correspondences related to Corporate Governance
• Coordinate all internal & external audit reviews
• Act as a point of contact for all Corporate Services events
• Liaise with Department of Tourism, Culture, Arts, Gaeltacht, Sports and Media (DTCAGSM) Cultural Unit
• Oversee record management and file structure for the Corporate Services division
• Collate key performance indicators for monthly reports
• Prepare, draft and edit written correspondence to internal and external stakeholders
• Collate Corporate Services inputs to Annual Report, Director’s Report, Strategic Plan and other management reporting
• Maintain contracts register and parliamentary questions register
• Arrange refreshments for meetings and guests as required
• Be prepared to step in and support the Director’s Office or other ELT members as necessary
• Coordinate travel for the Corporate Services Office as required
• Complete any other duties as directed

The successful candidate will have:

• A relevant third level qualification

• Previous work experience as an Executive Personal Assistant at executive leadership level
• Excellent written and oral communication skills

• An ability to work independently and on own initiative whilst being part of a wider team
• Strong administrative skills coupled with an ability to organise and prioritise multiple tasks with excellent attention to detail
• Prioritise conflicting needs and progress matters expeditiously, proactively and follow through on projects to successful completion
• A proactive approach to problem-solving with good decision-making capability
• Flexibility and resilience to adjust to and deliver on competing demands on short notice in a fast paced environment.
• Strong interpersonal skills together with an ability to maintain positive relationships with all employees, external stakeholders and donors
• A professional, diplomatic, discreet manner when dealing with the Gallery’s stakeholders
• Proficiency in IT skills including MS Office and databases

• An interest in the Gallery and the national collection is desirable
• A positive approach to working in the Gallery and the ability to deliver an effective and professional service on behalf of Corporate Services division

Conditions of employment

This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. This may be subject to review in view of new structures and/or the changing needs of the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a successful probationary period. Applicants must be fluent in English and be eligible to work in Ireland.

Citizenship Requirements

Eligible candidates must be:1. A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or2. A citizen of the United Kingdom (UK); or3. A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

To qualify candidates must be eligible by the date of any job offer.

Grade and Salary: Salary will be in accordance with point 1 of the Executive Officer (PPC) salary scale currently €36,544 per annum as per October 2024 pay adjustments

Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment.

Annual Leave:

 The successful candidate will be entitled to 23 days of annual leave pro rata

Superannuation: 

The successful candidate will be placed on the public sector pension scheme.

Benefits: 

The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration: 

- Permanent - Full-Time

Working hours: 

Full time, 5 days a week – 35 hours per week (net of breaks).The successful candidate must be flexible and willing to work occasional evenings and weekends (as required). This role will require the successful candidate to work onsite, 89 Merrion Square, Dublin 2, on a full time basis.