Role: Executive Assistant
Location of Employment
63-66 Amiens Street, Dublin 1
Job Title
Executive Assistant
Reporting to
Chief Executive
€35,202 – €47,302
(Please note the maximum point for recruitment is €41,802)
6 months
Available on completion of probation
35 Hours per week
22 days (+ office closed Christmas week)
Clúid Housing Association (Clúid) is a not-for-profit organisation with a vision of a society where
everyone has a great place to live. Clúid achieves this through its mission of providing quality housing
and services which enable residents to create homes and thriving communities. Clúid has 119 staff to
ensure that it has the capacity to meet this mission. To date Clúid has provided 4,770 properties to
low income families and single people in housing need all over Ireland.
Role: Executive Assistant
Role Overview: The Executive Secretary will work with the Chief Executive and Board to secure
key organisational goals by offering services such as administration, research and analysis.
Reporting to: Chief Executive
Key responsibilities
Administrative / Phone / Correspondence / E-mail / Diary
To provide administrative support to the Chief Executive
To maintain files and records
To represent the Chief Executive and be protective of key business relationships
To operate an effective communications system
To deal with email or post enquires as required by the Chief Executive
To bring to the attention of the Chief Executive all matters of importance and follow up where
To arrange appointments and meetings as required
To create all companywide meeting calendars for the coming year
To provide administrative support to the management team meetings ensuring they are
minuted and papers are prepared and sent out in advance.
To schedule & organise meetings arranging accommodation and dealing with all ancillary
To type, copy and distribute written material as required
To edit and review material as requested by the Chief Executive
Administrative support to Board
 To provide administrative support to the Board meetings ensuring they function efficiently as
well as ensuring they are minuted and papers are prepared and sent out in advance
 To liaise with the Directors to convene the board
 To liaise with Board members as required by the Chief Executive
 To maintain the Board Members handbook
 To update the Companies Registration office when changes occur to the list Board members
 To update the Clúid website when changes occur to the Board of Directors
Research Material
 Prepare reports by collecting and analyzing information
 Conserves Chief Executive's time by reading, researching, and routing correspondence;
drafting letters and documents; collecting and analyzing information; reviewing professional
 Provide analysis and judgment of research and policy material
 Remain knowledgeable of corporate policies, procedures and systems.
 Deal with information that is sensitive, complex and confidential in nature.
 Conduct various special or research projects on behalf of the Chief Executive.
Events / Meetings/ Seminars
 To assist the Head of Policy and Communications Co-ordinator to support National and
Regional events
 To work with the Head of Policy to promote policy positions booking external venues,
refreshments for meetings, et cetera
 To ensure all required equipment such as projectors etc. are available at the meeting /
 To conjunction with HR and the Communications Co-ordinator promote the Associations
conference and meeting room facilities
 To manage the annual tenant bursary awarded amongst Clúid households
 To update the website at the end of each month.
 To fulfil all care and high standards regarding both Clúid’s and your own health and safety.
 To exercise discretion, confidentiality & diplomacy in all aspects of the role
 Any other duties which are consistent with your role.
Key competencies required in the role
Customer care management
Attention to detail
Company focus
Innovation & Change Management
Influencing and negotiation skills
Team Work
Leadership skills
Key Skills
Candidates will be shortlisted on the basis of illustrating in their application that they fulfil the
following criteria. Examples that demonstrate the ability to fulfil the criteria should be included as
well as the above competencies.
Education/ Qualifications:
 Educated to Degree Level (or equivalent)
 Willingness to undertake professional development
 Knowledge of the Housing / Property market
 Ability to review, research, analyse information and write reports
 Ability to minute meetings
 Diary Management
 To plan and organise at organisation and personal level
 Financial control and budget management skills
 I.T. skills to intermediate level
 Presentation Skills
 Strong Influencing and negotiation skills
 Ability to set, satisfy and exceed targets
 Experience of complex Administration
 Proven examples of ability to meet deadlines
 Proven examples of resolving difficult situations
 Proven examples of projects / research carried out / participated in
Clúid’s Values are:
Professionalism: Clúid drives up standards through a commitment to high-quality services,
continuous improvement and investment in its people.
Innovation: Clúid works at the forefront of the sector, focusing on solutions and innovating in a
constantly changing Ireland.
Respect: Clúid’s work is underpinned by a mutual respect and trust between customers, staff and
managers. Clúid listens to and learns from its customers and staff and recognises those staff who go
the extra mile.
Collaboration: Clúid values partnerships in achieving the best outcomes. Clúid is open, co-operative
and easy to do business with.
Sustainability: Clúid ensures that all its activity is socially, financially and environmentally
Our vision for service delivery at Clúid is that residents are able to say:
That I have a comfortable home and Clúid help me if I have a problem
I am treated fairly & equitably
I have choice
I am dealt with quickly & effectively