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 almost 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 Executive Assistants on permanent and fixed-term contracts to support the Director of the Gallery and members of the Executive Leadership Team within the Gallery. These roles are crucial in ensuring the effective delivery of the Gallery’s strategic objectives by managing a broad range of administrative tasks, coordinating with internal teams, and liaising with key stakeholders. Reporting to the Executive Leadership Team (ELT), the successful candidate(s) will be the primary point of contact for many of the Gallery’s major stakeholders and partners.

Administrative Support:

• Complete a broad range of general administrative tasks assigned by the ELT.
• Schedule appointments and coordinate the ELT's diaries, ensuring priorities are managed daily and staying ahead of any issues impacting the ELT's schedules.
• Prepare, draft, and edit written correspondence to internal and external stakeholders with attention to detail.
• Handle all incoming and outgoing post, stationery orders, and couriers for the ELT.
• Coordinate and manage Freedom of Information (FOI) requests in the Gallery.
• Collate key performance indicators for monthly reports.
• Treat all matters related to the ELT with discretion and confidentiality.

Stakeholder Liaison:

• Act as the main point of contact between the ELT and key stakeholders, including Gallery staff, patrons, donors, board members, and other external partners.
• Liaise with Department of Tourism, Culture, Arts, Gaeltacht, Sports and Media (DTCAGSM) Cultural Unit.
• Assist exhibition teams by managing relationships with lenders and compiling guest lists for events, ensuring seamless interactions and event participation.
• Provide support to official political visits and ensure the ELT is fully briefed on protocol matters.

Event and Meeting Coordination:

• Support the ELT, scheduling and preparing agendas and minutes for meetings.
• Proactively support the smooth running of events;
• Coordinate the logistics for all internal and external audit reviews.
• Arrange travel and accommodations for the ELT as required.
• Arrange refreshments for meetings and guests as required.

The successful candidates will have:

• A relevant third-level qualification.
• Proven experience as an Executive Personal Assistant at executive leadership level.
• Excellent written and oral communication skills.
• Strong administrative skills with the ability to organise and prioritise multiple tasks with excellent attention to detail.
• Proactive approach to problem-solving with good decision-making capabilities.
• Ability to handle confidential information with discretion
• Flexibility and resilience to adjust to and deliver on competing demands on short notice in a fast paced environment.
• Strong interpersonal skills and the ability to maintain positive relationships with all employees, external stakeholders, and donors.
• Proficiency in IT skills including MS Office and databases.
• An interest in the Gallery and the national collection is desirable.
• Flexibility and willingness to work occasional evenings and weekends as required.

Note: This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. The job description may be subject to review in the view of new structures and / or the changing needs of the Gallery. All employees are required to be compliant with NGI screening, security and Garda vetting procedures.

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 eligible to work in Ireland.

Citizenship Requirements:

Eligible candidates must be:(a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or(b) A citizen of the United Kingdom (UK); or(c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or(d) A non-EEA citizen who has a stamp 41 or a Stamp 5 visa;1 Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent.

Grade & Salary:

Salary is in accordance with the Executive Officer (PPC) salary scale 1st Point currently €36,044 (gross) per annum.

Duration: 

Fixed Term Contract – 1 Year, Permanent Contract

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 candidates to work onsite, 89 Merrion Square, Dublin 2, on a full time basis.

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.

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