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IDA Vacancy - Office Manager / Senior Administrator

(14 Dec 2017)

IDA is hiring an Office Manager / Senior Administrator

 

Purpose:

To have overall responsibility for the smooth running of the office.
To provide a complete secretarial and administrative support to the CEO.
To provide committee / company secretarial and membership services support.

Specific Areas of Responsibility:

Office Services Administration
Administration / PA Support
Committee / Company Secretarial Support
Member Services Administration

Below, an indicative (non-exhaustive) list of the duties to be discharged, is provided for your information.

Office Services Administration

Full responsibility for overseeing the smooth running of the office.
Devising and implementing processes to support the smooth running of the office with the aim of increasing efficiency.
Keeping the senior management team abreast of any significant office management issues.
Management of front of house receptionists and front of house services.
Full responsibility for facilities management including dealing with suppliers and ordering and maintaining stock of required supplies (tea, coffee, water, newspapers, paper, toners etc.).
Liaising with service engineers in relation to office facilities maintenance e.g. plumbing and heating.
Coordinating and leading IDA’s archiving requirements.

Administration / PA Support

Production of correspondence, briefing documents, speeches, reports, spreadsheets and presentations for the CEO accurately and within timescales.
Carrying out background research and presenting findings to ensure CEO is well prepared for meetings.
Screening incoming email, faxes and post and corresponding on behalf of the CEO as required.
Scheduling and management of appointments, meetings, conference calls and travel arrangements (including visa application processing).
Maintaining diaries and ensuring relevant people are up to date on itineraries.
Attending meetings to take notes and dictation as required.
Development and maintenance of a filing and record keeping system.

Committee / Company Secretarial Support

Scheduling and organising logistics for Committees, Council, Executive, Board meetings and AGM.
Providing PA and administrative support to the President of the Board as required.
Collation and distribution of agenda, documents and reports in advance of meetings.
Attendance at meetings to provide support and take minutes.
Maintaining all relevant Company Secretarial documentation e.g. collation of returns to Companies Registration Office.
Updating of Committee Extranet.

Member Services Administration

Processing of new member applications including associated administration e.g. printing of membership cards, setting up direct debits, creating new member mail merges.
Handling and responding to incoming queries from potential members.
Maintaining and updating membership database e.g. changes of address and bank details.
Assisting the CPD and Events team with large scale communications to the membership base regarding upcoming conferences and events.
Assisting with the logistical management of conferences and events and providing on-site support when necessary.

Qualifications:

Educated to diploma / certificate level in a relevant discipline.
Microsoft Office packages.

Work Experience:

Circa 5 years’ experience in an Office Manager / Senior Administrator role.
Experience in providing support in a busy environment with many different contacts.
Experience in managing / supervising administrative staff.
Strong experience in all Microsoft Office packages including Office 365, Word, Excel (experience of using Excel as a reporting tool), PowerPoint presentations and knowledgeable in the use of a wide range of software and office/communications solutions.
Experience in being assertive, with a high level of integrity and the ability to maintain the confidentiality of highly sensitive material with tact and professionalism.
Experience in making informed independent decisions displaying an intuitive understanding of when to seek insight.

Skills and Knowledge:

Proven working experience as an Office Manager / Senior Administrator.
People management experience.
Excellent MS Office knowledge and English proficiency.
Outstanding organisational and time management skills.
Acquainted with office management systems and procedures.
Excellent verbal and written communications skills.
Discretion and confidentiality.