Executive Assistant
West Donegal
Our Client:
Multi Award Winning Donegal food business both online and in store selling Donegal and Ireland's best produce.
Job Overview
To support the CEO in running a fast paced, multi-faceted business in a busy, ever changing work environment. The successful candidate must have the ability to quickly and efficiently adapt to the CEO’s way of working and work seamlessly alongside the CEO – much of the time this work will be done in the background and the candidate must be able to identify what work needs to be done without specific direction.
Duties include:
Administration
- Provide office support, answer queries, direct queries to the CEO, provide a reception/telephone/email service.
- Keep themselves appraised of the relevant documentation / procedures as relevant.
- Manage data - including maintaining, correcting, collating, interrogating, validating, processing data.
- Manage the calendar of the CEO.
- Maintain accurate up to date records filing systems and records (computerised and paper copy methods are used in tandem).
- Assist in and / or prepare reports as necessary.
- Provide required information and support to CEO and other team members, clients, etc.
- Action all communications in a timely manner.
- Undertake any other administrative support and assignments as directed.
- Represent the business in a professional, positive manner.
Customer Service
- Promote and maintain a customer focused mantra.
- Ensure that customers are treated with dignity and respect.
- Act on feedback from customers and report same to CEO.
Business Delivery and Improvement
- Actively participate in innovation and support change and improvement initiatives within the business.
- Identify potential problems/inconsistencies in a timely manner and consult with CEO as appropriate.
Standards, Policies, Procedures and Legislation
- Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively.
- Engage in the performance achievement processes in conjunction with CEO as appropriate.
- Adequately identifies, assesses, manages and monitors risk within their area of responsibility.
- Have a working knowledge of all company documents, Policies and Procedures, contracts etc.
The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.
Who are we looking for?
The successful candidate must have a proven record of approaching a similar role with positivity and must have:
Comprehensive knowledge of and experience in using: Outlook; Gmail; Google Calendar; What’s App Business; Microsoft Word; Microsoft Excel.
Basic knowledge and/or intent on educating themselves in: Canva Business; Clover; Square; Shopify; all Apple products.
[These lists are not exhaustive]
Professional Knowledge & Experience
ü Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role. Experience in a similar role is a must have.
ü Demonstrates the ability to work in line with policies and procedures.
ü Demonstrates the ability to plan and organise own workload in an effective and methodical manner.
ü Delivers within timescales and to a quality standard.
Takes responsibilities for work and sees it through to completion.
A knowledge of and recognise the importance of social media in an innovative and customer focused business. The successful candidate must understand the importance of digital promotion of the business, the brand story and guidelines of the business and their role in maintaining the standards of both. The successful candidate must recognise the ability of affiliates in promoting the business and the attributes that these affiliates must possess in order to successfully, digitally promote the business, the brand story and guidelines of the business and their role in maintaining the standards of both.
Commitment to a Quality Service.
Although this is not a customer facing role the successful candidate must adopt the mantra of the company in relation to customer service.
Demonstrates a commitment to providing a quality service e.g. pays close and accurate attention to detail in their work.
Demonstrates awareness and appreciation of the service user.
Embraces the change agenda; demonstrates the ability to be flexible and adaptable in a changing work environment.
Evaluating Information, Problem Solving & Decision Making
Demonstrates strong analytical and numeracy skills, including the ability to analyse data to inform CEO of decisions that will present themselves.
Thinks through decisions to make sure they are in line with policy and local practice.
Gathers information from enough sources and other people to make well-founded decisions.
While this is not a team specific role the successful candidate will, at times, be required to contribute to the over team efforts.
Demonstrates the ability to work on own initiative as well as part of a team.
Contributes to a positive team spirit.
Demonstrates a willingness to become involved and help team members if they are under pressure.
Effective communication skills including the ability to present information in a clear and concise manner are of paramount importance.
Strong written communication skills are of paramount importance.
Strong interpersonal skills including the ability to build and maintain relationships with a variety of stakeholders; treats others with dignity and respect.
Additional info
- Permanent role, the most recent working week for the role is Monday to Wednesday 08:00 to 16:00. It is the view of the CEO that the working week for this post will extend to Monday to Friday 08:00 to 16:00.
- Salary determined by suitability of candidate;
- Ref - VAC-13540.
How to Apply:
- Please send your full and up to date CV along with a cover note or email to our multi-Sector team in order to apply for this role.
- 3D Personnel is operating as an Employment Agency and Business.
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