Executive Assistant

About Hotline.ie
We are a passionate, not-for-profit team working with diverse stakeholders—law enforcement, government, tech companies, and NGOs—united in creating a safer, more inclusive internet for children, young people, and adults alike. By joining us, you'll contribute to meaningful change, driving the mission to eliminate harm online.
About the Role
We are seeking a passionate, positive, detail-oriented, and highly organised Executive Assistant to join our team. This role will support our CEO by managing administrative tasks, streamlining administrative operations, and anticipating needs to enable the CEO to focus on strategic objectives. The ideal candidate exhibits exceptional organizational and communication skills, and maintains the highest level of confidentiality and professionalism.

Your Day-to-Day Responsibilities:
Providing confidential, accurate, and efficient administrative support to the CEO including internal and external communication management.
Acting as secretariat to the Board, managing agendas, circulating documentation, and taking minutes for Board meetings.
Creation of an office system, including document and financial management conducive to the efficient running and development of Hotline.ie

Administrative Support:
Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
Maintain an organised office environment, devising/maintaining office systems, including filing.
Act as the primary point of contact for internal and external stakeholders on all matters related to the CEO’s schedule.
Assist with the drafting of important documents, policies and tailored business presentations
Handle emails and correspondence on behalf of the CEO, ensuring timely responses.
Answer and direct phone calls, take messages, and handle inquiries.
Meet and greet visitors at all levels of seniority.
Work closely with all colleagues to ensure the smooth running of the office environment to a high standard.

Scheduling and Coordination:
Schedule meetings and appointments.
Plan in-house or off-site activities, meetings, events, etc.
Manage the office calendar.
Coordinating and managing travel arrangements and logistics.
Taking and writing notes, minutes, report preparation, briefings etc.

Support Finance & HR Function:
Membership administration and co ordination
Filing of invoices, receipts and expenses. Entering of data into the relevant spreadsheets / systems.
Oversee the membership application process including the renewal process for current members.
Foster positive relationships with members and address member queries in a timely and effective manner.
Assist in the onboarding process for new hires
Organise and maintain employee records
Updating of HR Locker/Simply Pay
Preparing documents such as employee contracts, employee reports, leave records, etc
Scheduling meetings including annual performance reviews, etc
Recruitment – Remove and Publish recruitment advertisements. Schedule interviews where required

Other Administrative Tasks:
Provide general administrative support to various departments if required
Assist in special projects as assigned.
Coordinate, organise, liaise with vendors and service providers, e.g. cleaner, catering, etc.
Monitor and order office supplies as needed.
Other duties and responsibilities as determined by the CEO

What We Offer

Competitive Salary tailored to your skills and experience.
Generous Benefits, including healthcare allowance, pension options, additional annual leave days, paid sick leave, bike to work scheme, etc
Flexible working hours
Opportunities for personal and professional growth, including exposure to strategic decision-making and ongoing professional development.
A chance to make a tangible difference in the lives of countless people.

Who We’re Looking For

Someone with proven experience as an Executive Assistant, or similar role supporting senior management. Experience in an SME environment is a plus.
Outstanding written and oral communication skills.
Excellent interpersonal, time management and organisational skills.
An understanding of confidentiality issues.
The ability to research, analyse and present complex information in an easy to understand manner.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with calendar management tools and project management software.
A high degree of flexibility and willingness to adapt to the changing needs of the business and CEO.

Desirable

An additional relevant qualification in an in an area considered relevant to the role(e.g. human resources, corporate governance, legal, etc)
Experience in public-sector governance & compliance
Previous experience in HR or finance administration role
A team player who can positively contribute to a dynamic and innovative working environment.

Particulars of the Position

This position will be offered as a fixed term contract
The role will have a 6-month probation period;
The post is based in Dublin
Will report directly to the CEO
Start Date as soon as possible

Join Us
If you're ready to combine your skills with purpose-driven work, we’d love to hear from you. Apply for the role, sending your CV and cover letter by 12:00 PM, Wednesday,4th December 2024, detailing how your skills align with the role. If you need accommodations for as part of the recruitment process or have any questions about accessibility, please reach out to our recruitment team.
Make a difference with your skills. Join Hotline.ie.