Permanent

Corporate Services

Dublin

Executive Assistant Corporate Services

The National Gallery of Ireland is the country’s most popular free visitor attraction housing the nation’s collection of European and Irish art from about 1300 to the present day, and an extensive Library & Archive. Nominated for European Museum of the Year (2018), and winner of the Royal Institute of the Architects of Ireland Culture-Public Building award (2018), the Gallery continues its mission of serving our visitors in their enrichment and enjoyment of visual art. Entry to the collection is free for all to enjoy, learn and be inspired.
The Gallery wishes to recruit an Executive Assistant. 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
  • Provide reception and 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
  • Complete any other duties as directed
The successful candidate will have:
  • A relevant third level qualification
  • Previous work experience as an Executive Personal Assistant and / or in a position related to administration
  • 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
  • A proven ability to handle confidential information, be adaptable to various competing demands and demonstrate a high degree of professional service in response to queries
  • Good interpersonal skills together with an ability to maintain positive relationships with the all employees, external stakeholders and donors
  • A professional, diplomatic, discreet manner when dealing with the Gallery’s stakeholders
  • Excellent written and oral communication skills
  • Proficiency in IT skills including MS Office and databases
  • An interest in the Gallery and the national collection
  • A positive approach to working in the Gallery and the ability to deliver an effective and professional service on behalf of Corporate Services division
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 light of new structures and/or the changing needs of the Gallery.

Hours of work: Full time, 5 days a week - 37 hours per week (net of breaks) onsite and/or remotely. Please note, flexibility is required and the successful candidate may be required to work occasional late evenings and weekends.

Salary:  Salary is in accordance with point 1 of the Executive Officer (PPC) pay scale, currently €30,884 (gross) per annum.

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

Closing date for receipt of applications: 28th September 2021

Duration: Permanent, Full-Time

Interviews will be held:  Week commencing 4 October 2021

How to apply: Please upload a cover letter and curriculum vitae. Candidates should note that panels may be formed from which future positions may be filled.
The National Gallery of Ireland is an equal opportunities employer.