We're hiring a part-time executive assistant to work closely with our CEO and Board. With the option of significant remote working, we are looking for someone who is highly organised with strong attention to detail. Someone who can work independently, and as part of a team. This position is a great opportunity for someone who has experience providing administrative support and is interested in working for Ireland's leading reproductive health & rights organisation.


Job Purpose
Maintain and improve internal processes that support to the CEO to manage interaction
with the Board of Directors and the Management Team.


Main duties and responsibilities
1. Assist in the smooth and effective functioning of the Board and its subcommittees by providing administrative and clerical support. This involves:
a) Coordinating Board and it's subcommittee schedules, work plans and agendas; in liaison with CEO and Chairpersons
b) Notifying Board/Subcommittee members of meetings and disseminating all Board papers (agenda, minutes and reports).
c) Collecting and disseminating, in a timely manner Board/Subcommittee monitoring reports.
d) Recording meeting attendance and ensuring a quorum at all Board meetings
e) Keeping accurate minutes of meetings and recording motions and decisions
f) Ensuring that Board minutes are signed and attest to their accuracy
g) Maintaining the register of members, the register of directors including their tenure, the register of Board members interests.
a) Supports the Board to review its work on an annual basis, evaluate it operation, prepare for succession management, and ensure Board diversity
b) Organises the Association's Annual General Meeting.
c) Brings membership applications forward to the Board for approval.


2. Supports the CEO to manage his work schedule by:
a) Assisting in the preparation of meeting agendas, providing background information, briefing materials, keeping accurate minutes, recording all motions or decisions and tracking their implementation.
b) Acts as the liaison for the IFPA Head Office building management and point of contact for external agencies.
c) Maintains and organises the CEO's diary, filing system, and all other relevant areas, as necessary
d) Organises videoconferencing, via Zoom and other platforms, for the arrangement of virtual meetings and calls
e) Arranges travel and logistics, including booking flights, car rental and hotel accommodations etc. for the CEO, IFPA staff, Board members, and/or associated guests
f) Research data, create reports, and deals with all general correspondence in liaison with CEO and Chair of the Board
g) Collates regulators compliance reports (including, but not limited to, the Charities Regulator, Lobbying.ie, and IPPF) for Board oversight.
h) Coordinates the development of written reports, including management team and quarterly CEO Board reports
i) Maintains the organisations register of Policies, Procedures, Protocols and Guidelines (PPPGs) and ensures that all reviews are scheduled into an annual Board and management team work plan,


Essential skills and attributes
Excellent notetaking, transcription, and computer literacy skills.
Strong organisational skills, time management and ability to meet deadlines.
Excellent spoken and written English.
Ability to compile/complete reports and edit documents
Sensitivity to group dynamics and familiarity with the structure of management teams, Boards and/or committee meetings.
Ability to build and sustain close working relationships with multiple stakeholders.


Desirable
Degree or post graduate qualification in Business Administration
Project management and/or project administration skills
Database management/systems administrator skills
Previous experience of compiling data or equivalent reports.