Vacancies
Executive Assistant
Irish Girl Guides (IGG) are recruiting an Executive Assistant. This role is a 1-year fixed term part time position.
The Irish Girl Guides’ mission is to enable girls and young women to develop to their fullest potential as responsible citizens of the world. This is achieved by the volunteer leaders running a non-formal educational programme across 400+ units (Clubs) in the Republic of Ireland. The organisation has charitable status and works to ensure it is compliant with all relevant legislation and codes of good practice. The organisation is led by a Board of volunteers.
Key Objective of the Role:
The Executive Assistant will provide high-level administrative support to the senior management team, helping to maximise their efficiency and effectiveness. This role requires strong organisational skills, discretion, and the ability to handle multiple tasks simultaneously.
Key Responsibilities will include:
Administrative Support to the Board and the Chief Commissioner (CC)
• Support the organisation of events such as Board Meetings, AGM, Planning Day.
• Support the Chief Commissioner in planning and preparation for Board meetings including preparation of agenda and appropriate documentation, collation and distribution of reports and papers.
• Working with relevant committees and staff to ensure the Policies, Procedures, Guidelines and statements schedule dates is followed.
• Circulating minutes and retention of records of meetings- Board and subcommittees.
• Any other administrative support required by Board, the CC and Board sub-committees (Governance, Finance).
• Minute taker for Board meetings (6 Saturdays per year).
Administrative support to the CEO
• Manage the CEO’s schedule, including calendar management, meeting coordination, and travel arrangements.
• Screen, prioritise, and respond to emails, phone calls, and other correspondence on behalf of the CEO
• Prepare, proofread, and edit reports, presentations, and other documents. Ensure proper filing and documentation of important information.
• Assist with the execution of special projects, including research, data collection, and organising information for presentations.
• Assist with preparation of supporting documentation for grant applications.
• Support the planning of staff training events.
• Compilation and distribution of National Office Team meeting minutes.
• Any other administrative tasks that may arise by request of the CEO.
Committee Support
• Manage the succession process for Board and Committee Chairs .
• Prepare and disseminate Nomination papers.
• Election process using Election Buddy online .
• Communications and liaising with the P&T Commissioner (for P&T committees) and the Chief Commissioner (for Board committees) around same .
Reporting
The role will report to the CEO or as specified. Other tasks may from time to time be required from the role as directed by the CEO or senior management team.
Conditions
This position will initially be for one year, dependent on funding with a six-month probationary period. The current salary range for this role is 30,000-34,000 pro rata depending on experience.
The contract will be for three days per week Tuesday to Thursday from 9am – 5pm and is an in-office role. Some evening and weekend work will be required, for which time off is given in lieu. Annual leave is 25 days (21 days plus an additional 4 days’ office closure – Easter, Christmas) which is given on a pro rata basis for part-time employees. This job is based at IGG National Training Centre in Tallaght, Dublin 24.
Person Specification and skills required
• Proven experience as a professional assistant or similar role.
• Highly Proficient knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Teams, Forms) and a can-do attitude towards learning new IT packages.
• Outstanding written and verbal communication skills.
• Strong organisational skills and time management skills.
• Ability to prioritise tasks and deadlines.
• Excellent interpersonal skills and ability to liaise effectively internally and externally
• Proven ability to maintain confidentiality and discretion.
• Ability to work independently and use your own initiative, as well as integrating with a team and adding value.
Application
If you wish to be considered for this position, please submit a letter of application together with a copy of your CV to ceo@irishgirlguides.ie by 5pm 20 January 2025.
Project Coordinator for Volunteer Recruitment Campaign
Irish Girl Guides is currently inviting applications for the position a Project Coordinator for our Volunteer Recruitment Campaign
Role Description
The Volunteer Recruitment Campaign Coordinator will oversee the planning, implementation, and management of a volunteer recruitment campaign for Irish Girl Guides. This individual will work to identify, engage, and recruit volunteers who are passionate about our cause and can contribute to the success of our programmes. The coordinator will help expand our volunteer network through creative outreach, communication strategies, and partnerships.
IGG’s Volunteer Recruitment campaign that will last from January 2025 to end of December 2025
The Irish Girl Guides
The Irish Girl Guides Mission is to enable girls and young women to develop to their fullest potential as responsible citizens in the world. This is achieved by volunteers’ leaders supporting and leading non formal educational programmes across the 400+ units in the Republic of Ireland. The organisation has charitable status and works to ensure it is compliant with all relevant legislation and codes of good practice. The organisation is led by a Board of volunteers.
Unit Level volunteering takes place in many towns and communities across Ireland, and at a developmental level it is safe space, where girls and women learn about themselves, give back, feel good, make friends, bring family and make a difference in the personal lives of each other. It is through this relationship that girls and Guiding thrive.
IGG’s Volunteer Recruitment Campaign 2024-2025 is in partnership with DCEDIY
The volunteer recruitment strategy is a plan that intends to build sustainable pathways for Guiding for girls and women by supporting the recruitment of volunteer’s leaders for the Unit level, to increase the number of volunteers within the organisation.
Key Responsibilities of the Project Coordinator for our Volunteer Recruitment Campaign
• Develop the campaign’s purpose, target audience, and desired outcomes.
• Set up clear and informing stakeholder engagement processes.
• Project plan all the KPI areas and integrate stakeholder learning into balanced action plan.
• Inform the organisation leadership in best practices and trends in volunteer recruitment and engagement.
• Set specific, measurable, achievable, relevant, and time-bound (SMART) goals.
• Identify the ideal volunteer profile based on the campaign’s needs.
• Choose the most effective recruitment channels (e.g., online platforms, community events, social media).
• Create marketing materials (e.g., website, flyers, social media posts) that highlight the benefits of volunteering with IGG.
• Action the Recruitment Goals and support the induction of support team and its outreach work.
• Coordinate IGG showcasing at volunteer recruitment events and workshops.
• Maintain regular communication with potential volunteers, provide updates and support, and address any concerns, during transition.
• Support the regional team to process applications and onboard new volunteers.
• Monitor the number of applications, volunteers recruited, and overall campaign progress.
• Analyse data to identify successful recruitment methods and areas for improvement.
• Track and evaluate the effectiveness of the recruitment campaign and volunteer efforts.
Essential skills required
• Communication skills: good report writing skills including presenting information clearly and enthusiastically. Active listening skills and ability to communicating effectively with diverse audiences (e.g., different ages, backgrounds, and communication styles)
• Leadership skills: ability to motivative, organise and encouraging others, as well as work with other leaders and address work blocks effectively.
• Organisational Skills: good time management, ability to prioritize, effective scheduling and appropriate delegation, quality task management and have project management tools.
• Availability: can work around volunteer time and a volunteer led organisation.
Desirable skills
• Ability to manage a budget.
• The ability to use technology and computer digital literacy.
• Experience developing and delivering training programs.
Qualifications required
A qualification in a linked field especially Marketing, Communications, Community development or equivalent.
Experience of working with volunteer recruitment or a related field of volunteerism/ community development / youthwork.
Please note: Ability to Travel is required especially to volunteer fairs and showcase opportunities and a full clean driver’s licence will be required.
Working Schedule: 30 hrs hours per week (including travel when required), worked in a flexible way to suit the needs of the recruiter team and supports leadership meetings. Remote working and direct office working included to suit the needs of the programme’s development.
IGG is committed to a policy of Equality of Opportunity in its employment practices and do not discriminate based on race, religion, family status, gender, sexual orientation, age, marital status, disability or membership of the Traveller Community.
Contract Status: One Fixed Term contract subject to completed probation.
Annual holidays 21 plus 4 company days pro rata
Annual contract – €37,000 pro rata, which is €30,620 (30Hrs per week or €19.26 per hour)
Travel Expenses will be paid as part of this role.
Candidates under consideration for employment in Irish Girl Guides will be subject to Garda vetting and 2 reference checks.
To apply:
Please submit your CV. and cover letter to ceo@irishgirlguides by 20th of January 2025 by 5 pm.
