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Personal Assistant to the CEO

Location:Dublin

Job Length:Permanent

Date:13/05/2022

Firm:Veterinary Council of Ireland

Job Type:Full Time

Email Address:info@vci.ie

Reference:220553

Practice Area:Other

Web Address:http://www.vci.ie

An opportunity arises for a capable and reliable person to join a strong team in the Veterinary Council executive as Personal Assistant to the CEO/Registrar in a permanent role. Reporting to the CEO, the Personal Assistant will be responsible a range of administrative tasks. The purpose of the role is to provide direct executive administrative support to the CEO.

The role holder will work in a proactive, confidential, discrete, and highly organised manner to ensure that the CEO’s time is managed effectively and efficiently and that the CEO’s office runs smoothly and efficiently. The role holder will also be responsible for receptionist duties within the VCI office, including dealing with post, telephone and email queries and managing the office including facilities and maintenance.

The role holder will be one of the first points of contact for general queries, providing a professional and courteous service to all stakeholders using various communication types. A can-do ability and professional customer service focus is required for this key role within the VCI executive team. A commitment to a public interest organisation and an appreciation for collegiality and team spirit is welcomed.

Main responsibilities and duties

  • Support the CEO in various capacities with routine queries and business support tasks;
  • Manage the CEO’s diary to ensure optimum use of time;
  • Prepare documentation for the CEO in advance of meetings as required;
  • Organise meetings and take minutes of Management Team and Executive Team meetings;
  • Answering, dealing with, and filtering enquiries confidently and with discretion;
  • Assisting with the organisation of events and Council and Committee meetings;
  • Provide receptionist duties for the office (including processing of daily post etc);
  • Coordinate housekeeping and facilities management for the office;
  • Dealing with press and media queries;
  • Co-ordinating the publication and issue of a quarterly newsletter to VCI registrants;
  • Co-ordinate and manage events hosted by the VCI;
  • Any other duties that may be reasonably assigned in connection with the role.

Communication

  • Work in a proactive, confidential, discrete, and highly organised manner;
  • Ensure a timely and service-oriented approach is taken towards all information requests, applications, and enquiries received via all channels of contact.

Document management

  • Ensure timely availability of all necessary documentation for relevant management, committee, Council and stakeholder meetings. Ensure both soft-copy and hard-copy documentation is recorded, filed and stored in line with procedures.

General responsibilities

  • Possess a working knowledge of regulatory functions, relevant regulations, and the Veterinary Practice Act;
  • Reception duties, email and post monitoring and directing queries to the relevant section of the organisation;
  • Perform all duties with acute attention to detail;
  • Perform all other reasonable duties as assigned.

Essential criteria

  • Minimum of 2 years’ PA/office admin experience supporting a Senior Manager or similar;
  • Highly developed interpersonal and organisational skills and demonstrates a passion for delivering excellence;
  • Excellent verbal and written communication skills appropriate to a regulatory body;
  • Demonstrates excellent attention to detail and be able to effectively multi-task;
  • Demonstrates ability to take ownership with a proactive approach, tracking and following through to resolution on all queries and issues;
  • Demonstrated experience in providing strong support across a range of administrative activities including but not limited to telephone communication, written correspondence, document and file management, and data entry;
  • Demonstrated organisational and problem-solving skills, including the ability to effectively prioritise and manage multiple tasks and deadlines;
  • Demonstrated computer literacy with high proficiency in a range of applications including Microsoft Office Word;
  • High proficiency in Office Excel is essential, and confidence to adapt to and work with various in-house case management systems;
  • Competent in all forms of communications and media knowledge an advantage;
  • Confident and approachable, a strong team player with ability to communicate effectively with people at all levels;
  • High level of initiative and self-motivation.

Desirable criteria

  • Third level degree or qualification (Level 8 equivalent);
  • Administration experience in a regulatory body and of membership/registration processes;
  • An ability to achieve or surpass required results, showing a passion for customer experience in the delivery of services with a commitment to continuous improvement;
  • Keeps the customer (internal and/or external) as the focal point of all activity; strives to address all customer needs and concerns;
  • An ability to listen, interpret and accurately converse in a clear manner, providing timely delivery of information as appropriate;
  • Ability to work collaboratively and effectively as part of a small team environment while maintaining their own initiative and ability to work to independently;
  • Strong interpersonal skills with the ability to build and maintain productive working relationships;

Additional information

  • Salary range in the region of €30,000-€35,000;
  • Dependent on qualifications and relevant experience;

Terms and conditions of employment at the Veterinary Council of Ireland

  • 20 days annual leave
  • 37 hour week net of rest breaks (Monday to Friday, 9am - 5.15pm);
  • Voluntary defined contribution pension scheme.

If you wish to apply for this role please email a CV and cover letter to: info@vci.ie

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