Personal Assistant x 2 positions

 

 

Position Description

 

The Personal Assistant (PA) is responsible for the professional, effective and discreet delivery of administrative and secretarial duties to support Executive Directors (EDs). These role plays a vital role in the smooth and effective management of the day-to-day operations of the Excecutive Director's offices, professionally representing them both internally and externally. Some travel may be required to support the effective performance of the role.

 

There are two roles:

• Personal Assistant to ED Engineering & Major Projects;
• Personal Assistant to ED Generation & Trading and ED People & Sustainability (Temporary role – 12 months)

 

 

Key Responsibilities

 

• Proactively manage the EDs diary and commitments, ensuring time is managed effectively and efficiently to best support the EDs and the teams they belong to
• Professionally and diplomatically represent the EDs in all interactions with both internal and external stakeholders, taking initiative to build business knowledge and relationships
• Lead and support the planning and coordination of meetings and events as required, attending as appropriate
• Prepare correspondence, reports and presentations as required, ensuring accuracy of information, attention to detail and planning to adhere to reporting timelines
• Process and monitor invoices for payment and vendor management as well as requisitioning purchase orders
• Manage data and correspondence sensitively and accurately, ensuring confidentiality and discretion is applied routinely particularly as it relates to commercial, HR and legally sensitive matters
• Carry out general administrative functions as required including managing databases, handling personnel files and general day to day correspondence
• Work collaboratively and proactively with colleagues and teams to ensure continuous support and flexibility for the effective management of the offices of the executive committee (Ex-co)
• Other duties as assigned from time to time

 

 

Experience and Qualifications

 

Essential

• Applicants should have expert knowledge of Microsoft O365 and SAP systems
• The role requires excellent written and oral communication skills with an ability to tailor communication style to the audience
• Well-developed IT skills are essential including MS Office, in particular Word, Excel & PowerPoint as well as an ease of using in-house systems such as SharePoint, SAP systems including Success Factors etc.
• The position requires a person with initiative and discretion who has an ability to work on their own as well as part of several teams, with multiple, often competing, priorities and deadlines
• This position plays a key role in influencing the effective performance of the EDs and so the ability to build rapport and identify and affect support in high impact ways is essential
• Excellent organisational skills are required along with a flexible approach and performance mindset
• Good working knowledge of the business is expected as well as strong attention to detail
• Given the nature of the role the ability to apply sensitivity and discretion when dealing with confidential information is paramount

 

Desirable

•    Prior experience of secretarial / PA work would be a major advantage while of equal consideration is the ability to demonstrate a track record in planning and organising work in a busy environment as part of a team. 

 

 

Location

 

• The office location is 1DAC, Dublin Airport for the Engineering & Major Projects role and the opportunity for Smart working applies.

 

• The office location is F27, Dublin 2 for the Generation & Trading and People & Sustainability role and the opportunity for Smart working applies.

 

ESB is committed to smart working – combining digital tools with a culture of trust and empowerment to enable flexible ways of working. The successful candidate may work flexibly within their jurisdiction with attendance at the workplace for in-person collaboration on at least one anchor day per week. All smart working arrangements are subject to manager approval and ongoing review, based on the operational requirements of the role, the team, and the individual.

 

 

Reporting To

 

Executive Directors Generation & Trading and ED People & Sustainability / Executive Director Engineering & Major Projects

 

 

Why Work with Us?

 

• Opportunity to lead Ireland’s transition to net zero carbon future
• Progressive, hybrid working model
• Career development through mentori