Executive Officer

Job description

We are seeking an organised, proactive, and professional Executive Officer to provide high-quality administrative and operational support within a busy and dynamic environment. The successful candidate will contribute to the effective delivery of organisational objectives by coordinating a broad range of administrative, governance, and operational activities.

This is a varied role that requires excellent organisational skills, strong attention to detail, and the ability to build positive working relationships with colleagues and stakeholders. The postholder will work both independently and as part of a collaborative team, ensuring a high standard of service delivery.

Key Responsibilities

• Provide comprehensive administrative and operational support to the department.
• Coordinate meetings, prepare agendas, take minutes, and monitor follow-up actions.
• Prepare reports, correspondence, presentations, and briefing documents.
• Support the planning and delivery of projects and departmental initiatives.
• Maintain accurate records, databases, and filing systems.
• Act as a key point of contact for internal and external stakeholders, responding to enquiries in a professional and timely manner.
• Support financial administration, including purchase orders, invoice processing, and budget monitoring.
• Assist with procurement and contract administration in accordance with organisational procedures.
• Coordinate events, workshops, and meetings as required.
• Ensure compliance with organisational policies, procedures, and relevant legislation.
• Contribute to the continuous improvement of administrative systems and processes.
• Undertake other duties appropriate to the grade of the post.

Person Specification

Essential

• A relevant third-level qualification or equivalent professional experience.
• Proven experience in an administrative, executive support, or operations role.
• Excellent organisational and time-management skills, with the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and the ability to work effectively with a wide range of stakeholders.
• High level of accuracy and attention to detail.
• Strong analytical and problem-solving abilities.
• Proficiency in Microsoft Office applications and experience using administrative or business systems.
• Ability to work independently, use initiative, and maintain confidentiality.

Desirable

• Experience working in a large or complex organisation.
• Experience supporting committees, governance, or senior management.
• Experience with finance, procurement, or project administration.
• Knowledge of records management and data protection requirements.

Key Competencies

• Planning and organisation
• Communication and relationship management
• Customer service
• Teamwork and collaboration
• Initiative and problem-solving
• Professionalism and integrity
• Adaptability and flexibility
• Commitment to continuous improvement