Detailed Job Specification
Every day in Ireland, 80 people die and 800 of us are newly-bereaved. Our vision at the Irish Hospice Foundation is an Ireland where people experience dying, death and bereavement with the care and support they need. As part of our new five-year strategy we would like to significantly increase awareness of the work that the IHF does.
This is an exciting opportunity for an experienced and highly organised Personal Assistant, with a talent for building strong working relationships to provide critical and comprehensive support to the Chief Executive Officer (CEO) and the Head of Finance and Corporate Support Services (HoF).
The PA will provide a highly professional and wide-ranging PA, administration, and project management support to the CEO and HoF. This position is often privy to confidential information and, as such, requires utmost diplomacy and discretion.
The successful candidate for the role of PA to the Chief Executive will report to the CEO.

Core Role and Responsibilities:
Act as the first point of contact for the CEO, proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations and general correspondence; responding directly or advising on responses to the CEO; providing clarity of outcomes/actions.
Organise and keep track of all projects and files handled by the CEO. Create and maintain databases, tracking and on-line filing systems. Maintain a ‘bring forward’ system for the CEO.
Disseminate information to senior leadership and maintain a system to ensure action is taken by senior leadership.
Provide high level secretarial support and planning to key internal and external meetings involving the CEO/ HoF, attending as needed. Support includes preparing reports, correspondence, briefing notes, presentation materials, agendas as required; co-ordinating or drafting papers; producing minutes and ensuring follow-up actions are progressed.
Maintain a coordinated and up-to-date calendar for the CEO – determine the urgency and nature of requests; make necessary arrangements; resolve time conflicts. Organise and schedule meetings with employees and external stakeholders. May attend CEO meetings to record outcomes and agreed actions. Anticipate CEO’s needs and create solutions.
Provide project support; conduct research; review and summarise reports, presentations, and documents suitable for presentation at Board and SMT level.
Prepare for meetings with the Board sub-committees, senior leadership, and management teams (i.e., schedule, prepare logistics, attend, minute, and distribute materials for scheduled meetings, liaise with the Company Secretary as appropriate).
Provide some administrative support to the HoF, including processing and tracking accounts payable and receivable; further tasks in line with work plans currently under development.
Be responsible for processing expenses, credit card returns and raising purchase orders and other finance related duties as directed by the HoF.
Assist CEO and HoF with print procurement and completion of reports and documents.
Be flexible and provide ad hoc and project support to other IHF departments and the Senior Management Team as needed and directed by the CEO.
Governance:
Support the CEO and HoF in maintaining and updating corporate reports.
The CEO reserves the right to amend/change this job description within reason over time, and to communicate such changes to the PA.

Personal Experience, Skills & Qualifications:
Our ideal candidate is a confident and proactive communicator (both verbally and in writing) and highly computer literate.
You will be enthusiastic about IHF’s mission, highly flexible and adaptable, and comfortable with a degree of uncertainty – your day will inevitably involve challenging tasks and exposure to key stakeholders at all levels of the organisation.

You will:
Have at least 2 – 3 years’ experience in a similar role
Be a self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively
Demonstrate a high level of accuracy, efficiency and attention to detail
Have highly competent IT stills across standard Microsoft packages
Be able to work collaboratively with a range of colleagues at all levels in the organisation, as well as with external stakeholders, maintaining relationships with tact and diplomacy
Be highly professional with the ability to handle very sensitive business communications, data and other information with confidentiality and discretion
Demonstrate experience of researching, collating and writing briefing materials and experience of management information reports
Project management experience is desirable
Experience conducting research is desirable
Experience in social media and modern communication technology is desirable
Flexible and willing to undertake varied responsibilities, occasionally having to work early or late
Demonstrate strong level of numeracy and ability to analyse statistical and financial data
Have evidence of an ability to ‘think outside the box’ and provide creative solutions
This is a one year fixed term contract with the possibility of extension. This role is for four days a week and will be based at the IHF’s offices on Nassau Street, Dublin 2. The successful candidate will be expected to be flexible.

Salary will be commensurate with experience.
Please forward your CV (max 2 pages) with a brief covering letter to susan.geaney@hospicefoundation.ie by Tuesday 18th August 2020.