Executive Assistant

Job Title: Executive Assistant

Department: CEO Office

Reporting to: Solicitor and Company Secretary

Hours of work: 35 hours per week

Duration of Post: Permanent

Role family: Officer

Salary scale: £24,000 - £35,000

PURPOSE OF THE JOB:

The Executive Assistant plays a pivotal role in supporting the CEO Office by providing proactive, professional and highly confidential executive support to the Chief Executive, Chief Operating Officer, Chairman, President of the Irish FA Board and Company Secretary.

This role is central to ensuring the effective day-to-day operation of the CEO Office, enabling senior leaders to focus on strategic priorities through excellent organisation, communication, stakeholder engagement and administrative support. The postholder will act as a trusted professional, helping to coordinate key activities, meetings and events across the Association.

MAIN DUTIES AND RESPONSIBILITIES:

Executive and Administrative Support

Proactively manage diaries, appointments and schedules for members of the CEO Office, ensuring priorities are coordinated effectively and efficiently. Coordinate travel, accommodation and logistical arrangements, including the preparation of itineraries and processing of expenses. Maintain a forward-looking calendar of corporate events, stakeholder engagements and business activities, ensuring relevant colleagues are informed and prepared. Act as a key point of contact for the CEO Office, managing correspondence, emails, telephone calls and enquiries in a professional and timely manner.

Stakeholder Engagement and Communication

Build and maintain positive working relationships with colleagues, partners and stakeholders across the football community and wider business network. Liaise effectively with departments throughout the Irish FA and with external stakeholders to gather, coordinate and communicate information on behalf of the CEO Office. Support the CEO Office in maintaining effective communication channels and ensuring a consistently professional stakeholder experience.

Meeting and Governance Support

Coordinate and support Board and Committee meetings including scheduling, venue arrangements, catering, agenda preparation and distribution of meeting papers. Take accurate minutes and ensure timely circulation of meeting documentation and follow-up communications. Assist with the planning and delivery of Annual General Meetings and other governance or Association events as required.

Records and Information Management

Maintain accurate and efficient filing and document management systems, both digital and physical, ensuring information is securely stored and easily accessible when required. Manage the retention and secure disposal of sensitive documentation in line with organisational policies and legal requirements. Handle personal, sensitive and commercially confidential information with the highest levels of discretion and professionalism.

Hospitality and Event Support

Provide a professional and welcoming experience for visitors, guests and stakeholders attending meetings and events. Coordinate hospitality arrangements, including meeting rooms, refreshments and catering requirements. Support the planning and delivery of corporate, Board and Association events as required throughout the year.

Association Gifts

Support the President with the selection, ordering and management of official Association gifts and presentations for international home and away fixtures and other official engagements.

Professional Development and Continuous Improvement

Take an active role in personal and professional development, participating in training opportunities, performance reviews and continuous improvement initiatives. Contribute positively to a collaborative, inclusive and high-performing working environment. Identify opportunities to improve administrative processes, systems and ways of working within the CEO Office.

Policies, Compliance and Values

Support and promote the Irish FA's strategic objectives, values and operational plans. Comply with and champion organisational policies, procedures, governance requirements and best practice standards. Ensure compliance with Data Protection legislation and organisational policies when handling personal and sensitive information. Demonstrate the highest standards of professionalism, integrity, confidentiality and discretion at all times. Undertake any other reasonable duties and projects consistent with the nature and level of the role.

Note: In the interest of the efficient management of the Association, the duties described in the above job description will be reviewed periodically and may be subject to modification or amendment after consultation with the postholder.

PERSONNEL SPECIFICATION - Executive Assistant

Essential Criteria

1. Education & Qualification

1.1 Relevant third-level qualification for example, Business Management or Business Administration OR a minimum of 2 years relevant experience in an Executive Assistant or Personal Assistant role

2. Experience

2.1 A Minimum of 2 years' proven experience providing support or personal assistant services to a senior leader or Board.

3. Skills, Knowledge & Competencies

3.1 Highly proficient in Microsoft Suite, document preparation, meeting coordination, travel, expenses and project support.

3.2 Professional and effective communication skills and strong interpersonal skills, with the ability to relate to people at all levels.

3.3 Exceptional diary, time, task and workload management, with the ability to manage competing priorities.

3.4 Ability to handle confidential information with integrity, sound judgement and diplomacy.

3.5 Ability to be proactive, anticipates needs, resolves issues independently and adapt quickly to changing priorities.

4. Personal Disposition

4.1 Proactive team player with the ability to work on own initiative.

4.2 Commitment to confidentiality, discretion and integrity at all times.

4.3 Flexible approach and ability to work outside of normal hours of work, including evenings and occasional weekends.

5. Other Requirements

5.1 Proof of eligibility to work in the UK.

5.2 Have a valid passport allowing unrestricted international travel.

5.3 Have a valid full driving license and access to a car for business use.

5.4 Completion of a medical questionnaire demonstrating the ability to fulfil the Occupational Health requirements for the post and flag any reasonable adjustment required.

5.5 Two satisfactory employment references, one of whom should ideally be the current/most recent employer.

Desirable:

2. Experience

2.2 A minimum of 4 years' proven experience providing support or personal assistant services to a senior leader or Board.

2.3 Experience in a corporate, sporting, public sector or governance environment

ADDITIONAL INFORMATION

Closing date: The closing date for completed applications is 2 nd November 2026. Applications received after the closing date and time will not be considered.

Shortlisting: Only those applications which clearly demonstrate the requirements set out in the personnel specification will be shortlisted. Please note that the Association reserves the right to implement all or some of the desirable criteria in addition to the essential criteria for shortlisting purposes.

Offer of employment: Any offer of employment is subject to the receipt of two satisfactory employment references, proof of eligibility to work in the UK, and proof of any required qualifications.

Reserve list: A reserve list of suitable candidates may be maintained for the purpose of any similar vacancies (temporary or permanent) that may arise within twelve months of the completion of the recruitment exercise.

Criminal Records & Ex-Offenders: Having a criminal record will not necessarily bar an applicant from being considered for this role. The Irish FA has a formal policy on recruiting ex-offenders, and applicants will be assessed fairly in line with this policy. Convictions will only be taken into account where relevant to the requirements of the position.

Equal Opportunities: The Irish Football Association is an equal opportunities employer and welcomes applications from all sections of the community. However, as women are currently under-represented in our workforce, we would particularly welcome applications from women. All appointments will be made on the basis of merit.