JOB DETAILS

The administrative and executive support post holder works to a high standard providing a range of administrative services to support the efficient and effective operation of the business. The exact mix of tasks required for any one individual will vary depending on their assigned area’s business needs. Typically, tasks will include those related to member communications; scheduling; database/data management; purchase orders and record keeping.

The closing date for applications will be 24th April 2026.
This fully officed based role will be offered on a part time basis Monday - Friday (10:00-14:00).

ABOUT THE ROLE

Direct delivery of administration services to an assigned team including but not limited to:

1st level support for general queries from members and forward calls to team, as appropriate
Coordination of member queries / cases / matters through Case Management System and workflows
Case administration - Formatting documents, reports and submissions
Maintain accurate member data in CRM & provide member access to Ibec website where required
Respond to member requests for documentation and web-based information
Process internal information requests
Issue communications/segments to members as required
Team diary management & travel arrangements. 
Co-ordinate meeting arrangements - minutes and agendas
Events / podcast / webinar administration and co-ordination including organising refreshments
Manage bookings and promotions
Manage invoices and purchases.

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role. Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time. Sector assignment may be subject to change.

Qualifications

Post leaving certificate qualification

Knowledge base

Understanding of delivering service excellence to member companies and Ibec staff
Knowledge of information communication and web technology for service delivery
Knowledge of Ibec and its services to members

Work Experience

Previous experience in a busy environment where initiative, flexibility, customer service and organisation skills were demonstrated

Competencies

Strong customer service skills
Good telephone manner
Good communicator – ability to ask relevant questions and present information succinctly and to-the-point
Planning and organisation skills and capacity to deliver to deadlines
Strong IT skills and capacity to see new opportunities to use technology
Capacity to work with IT systems, including databases, Navision, Newsweaver, Word, PowerPoint and Excel
Knowledge of basic research methods
Attention to detail

Personal characteristics

Reliable - consistency of performance and dependability
Responsive - willingness and readiness to provide service
Courteous and friendly
Listening/understanding
Punctual and organised
Displays a high degree of judgement, discretion and confidentiality
Team player
Demonstrates a flexible approach to work

Ibec Core Competencies

Bias towards action

Collaborative – work together as ‘one Ibec’.
Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
Decisive – make clear, well-informed decisions.

Member and Customer Focus

Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
Creative and Innovative – not afraid of dynamic thinking in finding solutions.
Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.

Drive and Personal Leadership

Ambitious – driven and can take responsible risks.
Accountable – committed to highest standards and takes ownership of actions.
Continuous Improvement – proactive on personal and professional development

Ibec is an equal opportunity employer and is committed to providing reasonable accommodations for potential and existing employees with a disability. Should you wish to request a reasonable accommodation please email Dearbhla at Dearbhla.rice@ibec.ie

ABOUT YOU

Why us?

Administration and Executive Support (Part time), Employer Relations

Job Description