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About the role
As an Administrative Assistant/PA, you work as part of a team of trade union officials, operational and administrative colleagues, and members to support the companies mission to empower workers.
You are a first point of contact for member queries by phone or email, demonstrating empathy and efficiency. You assist officials with complex document preparation, correspondence, member communications, and organising meetings and taking notes.
You keep member information up to date and accurate in the member database, and use that data to help prepare reports.
You actively contribute to the companies positive and healthy workplace culture through supportive collaborative teamworking.
This is a 40% role – 14 hours per week (ideally across 5 days – but this is flexible)
About the Team
- You report to the Team leaders for the division; day-to-day supervision will
be provided by the Assistant General Secretary in Galway; - You will work closely with one or more Assistant General Secretaries or
Industrial Officers, Assistant Industrial Officers, and Administrators.
Key Responsibilities and Duties
- Answer and direct queries (by email and phone) from a variety of internal and
external stakeholders, including members, potential members, union staff and
officials, elected officers, employers, suppliers, and others - Provide efficient and accurate administrative support as part of a team,
including document preparation, preparing and sending correspondence,
sending member communications on behalf of the union, preparing and
sending bulk mailouts, and printing, copying, and filing - Helping to ensure that member data is up-to-date and accurate in the
membership database - Preparing and updating reports
- Assisting with ballots and elections
- Coordination and scheduling of meetings; assisting with diary management
and meeting set-up - Participation in reception cover rota
- Providing occasional cross-functional cover to support the needs of the
broader Galway team - Other reasonable administrative duties as may be required
About You
- Excellent administrative and organisational skills
- Strong teamworking skills, including some team leadership
experience - Enjoy working in a fast-paced, busy environment
- You are comfortable interacting with people from a variety of backgrounds
- Empathetic
- Good writing skills, and experience writing letters and other
correspondence in a professional setting - Good attention to the details and like to identify ways to improve how you
do things at work - Efficient and good at planning your tasks and time
- You are highly skilled at the Microsoft Office suite (Word, Excel, Forms,
PowerPoint, Outlook, and Teams) - Comfortable working with databases
- Comfortable using technology and enjoy learning new skills
- Good judgment and can be trusted with sensitive information
- Eligible to permission to work in Ireland
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