WorkEqual is seeking to hire an Executive Assistant.

We have a vision for an Ireland that is a world leader in inclusive, respectful and equitable
workplaces; our mission towards this is to provide innovative, free services and programmes to
help women and marginalised people wanting to enter or return to employment and achieve
sustained economic independence.

WorkEqual equips clients with free resources that lead to success in their job search and for
settling into work. This is facilitated by our internal team and delivered by our network of
volunteers. We are actively expanding our services to women in and beyond Dublin.

Please contact info@WorkEqual.ie for more information or to apply. Applications
need to include a CV and cover letter.
Deadline for application is 5pm on Monday 5th May 2025.

Detail about the Role of Executive Assistant

Reporting Relationship

This role will assist both the CEO and the Client Coordinator. This team member will be line managed by the Client Coordinator for the elements of their work related to client and volunteer coordination.
However, they will report in full to the CEO.

Standard Duties of the Post

Client & Volunteer Coordination – assisting Client Coordinator

• Assist with online and phone queries about our services
• Help Client Coordinator schedule clients and volunteers for the appropriate service requested
• Keep CRM system updated with correspondence and tracking progress
• Maintain data in full compliance with GDPR while facilitating ongoing communication between
  all parties
• Help Client Coordinator with queries from referral agencies and/or other queries re delivery of
  our services or workshops
• Welcome clients and support them in planning their journey to employment through motivational interviewing and guiding an asset audit of their skills and strengths
• On-board volunteers through their briefing, training and initial set up period

CEO Administrative Support

• Assist CEO in administrative tasks as requested
• Manage meeting requests for CEO
• Update database/CRM of volunteering requests and corporate proposals
• Identify networking opportunities for CEO
• Assist CEO in preparing monthly cashflow reports for the Chairperson
• Assist CEO to ensure compliance with Company Registration Office and Charity Regulator
• Manage WorkEqual Triple Lock Status
• Become knowledge guardian of key HR, finance and risk policies, informing team of relevant
  actions as needed
• Lead team to review risk monitor quarterly
• Draft content for Annual Report, organise its design and publication
• Liaise with auditors for annual accountancy audit
• Prepare overview reports for the CEO on request

General Administration

• Collate invoices and documents monthly for accountant
• Build a calendar of funding opportunities across the year
• Together with CEO, complete funding applications and processes
• Assist Junior Manager of Projects in reporting to major donors in advance of every deadline
• Liaise with external IT support
• Manage logins, email set up and software accounts
• Prepare PowerPoint slides from time to time for external presentation and documentation
• Other items as identified from time to time

Coordinating Resources

• Book physical resources e.g. the boutique, external venues, corporate space, consultation area etc.
• Set up online meetings where the additional support is required by volunteers, clients, team or
  board trustees

Communication & Relationship Management

• Participate in working groups as deemed relevant
• Assist with external event attendance to promote the services of WorkEqual
• Foster good working relationships among colleagues and open communication
• With entire team, ensure the premises are always welcoming and clean for our clients

Person Specification

• Proven capability and experience in an office-based role, or a graduate with a relevant third
  level qualification.
• Very organised and structured self-starter with ability to work flexibly on own initiative or as
  part of a team, achieving goals within agreed timeframes.
• Excellent in teamworking, possessing the ability to collaborate with others to achieve a
  common goal.
• Clear communication skills to relay concise information verbally or in writing.
• Strong IT capability, particularly strong in MS Excel, Word & Office 365 skills, and the ability
  to work efficiently with multiple platforms e.g. Teams, Zoom, Google Meet and ChatGPT.

Salary is €30,000

37.5 hours per week, hybrid with at least 3 days per week in the office.
20 days annual leave.

This is a fixed term contract for 1 year initially. The intention is to extend this term
thereafter subject to funding.

This role is kindly funded through State Street Foundation & Community Foundation Ireland.