MentorsWork Administrative and Executive Support (part-time)

JOB DETAILS

The role of administrative and executive support is to provide the highest standards on a range of services to support the efficient and effective operation of the programme.

Assigned tasks will include those related to participant communications; scheduling; database/data management; invoicing; and social media management.

The hours will be 3 day working week of a normal working week (a normal working week being 9.30am -5.30pm Monday to Friday.

Working arrangements may/ can be flexible based on industry needs.

The closing date for applications is 3pm on 30th of July.

ABOUT THE ROLE

Below outlines the variety of tasks for this role and the associated volumes will depend on the assigned business areas:

• Managing incoming and outgoing email queries and responding to internal information requests.
• Supporting, scheduling, and monitoring coordination of online seminars.
• Issuing communications to programme participants for the weekly newsletter and Linked In newsletter/ posts and other future campaigns.
• Maintenance and/or development of the Mentors Work website and social media platforms, including any new campaign platforms as well as reporting on social media, website analytics and trends research.
• Creating graphics, content, copywriting, editing and scheduling for the website and social media platforms and platform administration.
• Promotion of upcoming events with collateral such as flyers, proposals, video editing, podcast and other documents as needed.
• Formatting documents and reports using Excel, Word, Power Point, and Canva.
• Diary management; travel arrangements and co-ordinating meeting arrangements, recording of minutes and coordinating agendas and presentations.
• Small events administration and co-ordination including management of bookings and promotions
• Manage invoices, purchases and payment runs. Assisting with bank reconciliations and providing back up for all transactions
• Managing the Skillnet’s administrative system and making sure all information updated is accurate and correct. Ensuring all databases are accurate and up to date.

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role.

Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time.

Sector assignment may be subject to change.

ABOUT YOU

Qualifications, experience & knowledge

• Previous experience in a busy environment where initiative, flexibility, customer service, and organisation skills were demonstrated
• Experience with graphic design (Canva) and social media management (Linked In) a distinct advantage including content planning, posting, and engagement strategies.
• Marketing and events related experience, e. g. website, events, promotions.
• Proficiency with managing brand social media and marketing campaigns
• Excellent copywriting and editing skills
• Managing social media marketing planning and content calendars
• Competencies and behaviours
• Strong customer service and communication skills
• Planning and organisation skills with a capacity to deliver to deadlines
• Strong ability to multitask, work under pressure and be solution-focused
• Team player – capable and results orientated
• Exceptional written, verbal communication and presentation skills with attention to detail
• Excellent computer literacy with high proficiency in Word, Excel, Power Point, Canva.
• Personal characteristics
• Reliable - consistency of performance and dependability
• Responsive - willingness and readiness to provide service
• Courteous and friendly
• Listening/understanding
• Punctual and organised
• Demonstrates a flexible approach to work

Why us?

• Ibec Core Competencies
• Bias towards action
• Collaborative – work together as ‘one Ibec’.
• Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
• Decisive – make clear, well-informed decisions.
• Member and Customer Focus
• Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
• Creative and Innovative – not afraid of dynamic thinking in finding solutions.
• Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.
• Drive and Personal Leadership
• Ambitious – driven and can take responsible risks.
• Accountable – committed to highest standards and takes ownership of actions.
• Continuous Improvement – proactive on personal and professional development

Ibec is an equal opportunity employer and is committed to providing reasonable accommodations for potential and existing employees with a disability.

Should you wish to request a reasonable accommodation please email Kenneth. kelly@ibec. ie

About us

Working in Ibec

Join Ibec and further your career.

Working in Ibec means you are part of an overall effort to deliver on a vision for Ireland to be a balanced, growing and prosperous society.

We look to the workplace of the future with the changing needs of our members as well as our workforce to create a dynamic and exciting working environment.

We hire people from many backgrounds who are highly knowledgeable, engaging, professional and, most importantly, passionate about business.