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Irish League of Credit Unions

Administrative Assistant, CEO’s Office



Title:                      Administrative Assistant, CEO’s Office                         
Reporting To:        Secretary to CEO


Purpose of the position:

 

Working closely with the Secretary to the CEO the Administration Assistant’s role is to provide support as required, in order to:

  • Ensure the smooth and efficient administration of the CEO’s Office
  • Carry out supporting functions as required by the Secretary to the CEO
  • Assist in supporting the ILCU Board of Directors (the Board) and the ILCU President (the President) as required
  • Prepare communications to credit unions when necessary.
  • Cover day-to-day operational issues within the department include: Handling of telephone enquiries; general correspondence; emailing, faxing; photocopying, etc. relating to the CEO’s Office and the Board
  • Co-ordinate, assist or attend, as requested, in any departmental, internal, Board or Committee meetings.
  • Carry out any other reasonable request not specifically mentioned in this Job Description as maybe directed by the Secretary to the CEO or the CEO.
  • Be a point of contact and liaison with the Board and CEO, the ILCU Leadership Team, the ILCU Staff and CEO’s of holding companies such as ECCU Assurance DAC, ILCU Internal Audit Services Limited. ILCU Foundation and CUSOP.
 

Main Duties: 

Supporting the CEO 

Secretarial and administration duties as required, including:

  • Assist with the preparation of material to be issued in ILCU circulations
  • Logging and circulation of post
  • Distribution of documents to relevant personnel within the ILCU office
  • Maintaining the filing system / records as required
  • Travel arrangements and hotel accommodation as required
  • Screening of phone calls / message taking 
  • Working with the CEO in development of presentations as required
 
Supporting the ILCU Board of Directors (the Board) 
Secretarial and administration duties as required, including:
  • Dealing with ILCU Board queries
  • Assisting in the preparation and distribution of the CEO’s Report and other material to go to the Board as required
  • Assist in preparation of all documentation and reports required by the Board for ILCU Board Meetings
  • Attend Board meetings as required, taking minutes and drafting same for approval along with other related tasks
  • Maintenance of Board / Committee records
  • Travel arrangements and hotel accommodation as required
 
Supporting the ILCU President (the President)

Secretarial and administration duties as required by the President including:

  • Maintenance of Diary Appointments – Acknowledgement / follow up on invitations and social events.
  • Travel arrangements and hotel accommodation as required
 
Supporting the Youth Committee
  • Attending Youth Committee Meetings as required, in the role of secretary, being responsible for the administration of the committee, including the drafting and distribution of Committee Minutes.
  • Assisting in the support of other ILCU Committees as required including the Governance & Sustainability Committee
 
General
  • Reception cover as required
  • Assist with circulations to credit unions as required
  • There may be a requirement to work after hours and up to a maximum of 10 weekends per annum – sometimes at short notice. Time off in lieu will be awarded in this event.  Occasional overnights may be required.
  • To undertake special projects as may be assigned from time to time by the Secretary to the CEO.
 

 Knowledge, Skills, and Abilities Required: 

  • Knowledge/experience of administration processes
  • Knowledge/experience of the credit union movement would be desirable
  • Experience taking and preparing Minutes of meetings would be beneficial
  • Excellent writing and communication skills
  • Excellent telephone manner
  • Excellent people skills
  • Good computer literacy skills, with a high level of proficiency in Microsoft packages including Word, Excel and PowerPoint.
  • Flexibility
  • Reliability
  • Professionalism
  • Confidentiality
  • Excellent organisation skills and attention to detail
  • Must be able to work on own initiative in addition to being a good team player and be able to multitask and work under pressure
  • Full Driving Licence is essential.

To apply:

 

Please submit CV with Cover letter via email to:
Margaret Davern, Chartered FCIPD, HR Adviser
Irish League of Credit Unions, 33 – 41 Lower Mount Street, Dublin 2.
Email: mdavern@creditunion.ie
Closing date for applications is Friday 2nd December 2022
The Irish League of Credit Unions is an equal opportunities employer.