Executive Assistant

Commissioners’ Office

The Commission is responsible for the strategic and operational management of the organisation. ComReg depends on the efforts of all our staff (including lawyers, economists, engineers, accountants, business analysts and administrative specialists) to deliver on our mission and meet our regulatory objectives.

The Commissioners’ Office supports the three Commissioners, the Director of Strategy & Economics and General Counsel.

The successful candidate will be responsible for managing one direct report.

The Job – Executive Assistant

Reporting directly to the Chairperson and two Commissioners, the Executive Assistant provides executive, administrative, and operational support to the Commission, as well as the Leadership Team. The Executive Assistant serves as the primary point of contact for internal and external matters pertaining to the Commissioners’ Office.  The role includes but is not limited to:

• Management and smooth running of the Commissioners’ Office and all related activities and resources
• Oversee the work of the direct report; set goals, monitor performance and development
• Complex diary management, coordination and prioritisation of very busy calendars; coordinating with Divisions to ensure preparatory meetings and briefings are scheduled in a timely fashion and that the Commissioners’ time is realistically managed
• Undertake the role of ComReg’s Data Protection Officer
• Dealing independently with routine matters and proactively dealing with issues arising to ensure optimum use of the Commissioners’ time
• Coordinating and minuting senior management meetings
• Managing key meeting schedules, forward planning and coordinating with project teams to mitigate busy meetings
• Dealing with email and telephone queries from government departments, other organisations and members of the public and managing correspondence to and from the Commissioners’ Office
• Building excellent working relationships while liaising with people at all levels of the organisation
• Maintaining high level external relations with both public and private sector officials
• Preparing annual budgets, monitoring outturn and managing invoices for the Commissioners’ Office
• Handling confidential and sensitive information
• Maintaining an efficient and well-organised filing/archiving system
• Adhering to internal policies and codes of conduct and maintaining confidentiality at all times

Qualifications and Experience

Essential

• Proven experience as an Executive Assistant managing multiple senior leaders
• Highly proficient in the Microsoft suite of applications
• Ability to work as part of a team
• Flexibility in terms of responsibilities and responsiveness
• Ability to exercise discretion and deal appropriately with highly confidential and sensitive matters
• Capable of working on own initiative with a problem-solving approach when confronted with challenges and applying sound judgement when making time-sensitive decisions
• Previous experience of managing multiple complex diaries, scheduling appointments, meetings, and events.
• Proven ability to build relationships and communicate coherently and with discretion
• Previous people management experience

Desirable

• Working with multiple stakeholders in a fast-paced environment preferably in technology, media, internet, or related companies.
• Previous public sector experience, including procurement
• Data protection officer experience

Core Competencies & Skills for the Role

In addition to your technical qualifications and experience, you will bring professional competencies and skills in the following core areas:

• Ownership & Accountability Applies professional ethical standards. Takes responsibility for work activities and personal actions. Follows through on commitments. Acknowledges mistakes and learns from them. Maintains effective interactions with outsourced service providers
• Communicating & Influencing Communicates clearly, confidently and respectfully. Engages, persuades and convinces others to follow a particular course of action. Ensures all relevant parties are appropriately updated and notified.
• Teamwork Promotes and enhances team performance through working collaboratively and in cooperation with others to achieve goals. Interacts in a manner that builds respect and fosters trust.
• Planning and Organising Establishes and monitors priorities, systematically differentiating between urgent, important and unimportant tasks. Plans and manages activities to consistently deliver results. Meets objectives within agreed predetermined time frames and deals with urgent operational situations expeditiously.
• People Skills Uses interpersonal skills to create engagement and clarity. Manages conflict and implements practical solutions. Recognises the impact of own behaviour and adjusts as required. Actively develops others.

Our Package

We are offering an attractive package:

• Salary €58,194.14 to €80,367.91 (Pay increases will be awarded annually subject to satisfactory performance and to the terms of the Haddington Road Agreement)
• Dublin city centre location on Luas line
• 28 days Annual Leave per year
• Further Education and Training Opportunities
• Access to wellbeing programme and initiatives
• Attractive pension scheme
• Travel tax saver scheme, Access to Cycle to Work Scheme
• Access to Employee Assistance Programme

*(entry will be at the minimum point and the rate of remuneration may be adjusted from time to time in line with Government pay policy.)