OCEO Programme Administrative Support

ICE Jobs; Galway; On-site; EUR 26,000 - 32,000; Full time

Job summary

ICE Jobs in Oranmore, Galway is seeking a capable Administrative Support Assistant to back the CEO and Senior Leadership Team for a 3-month period. The role involves coordinating meetings, handling communications, and tracking project timelines while maintaining confidentiality.

You will manage SharePoint-based workflows, assist with procurement processes, budgeting, and audit preparation, and contribute to efficient office operations in a busy environment.

Qualifications

• A suitable qualification in a relevant discipline with proven relevant work experience in a busy office environment.
• Strong computer skills in MS Office and SharePoint Online.
• Demonstrated ability to communicate effectively with senior executives and non-technical audiences.
• Experience in project tracking and reporting.
• Experience in supporting meetings, conferences and events.
• Ability to work unsupervised and in a team environment.
• Background in handling confidential data and personal information.
• Experience in managing multiple priorities and delivering under pressure.

Responsibilities

• Support the CEO, Senior Leadership Team and Executive Assistant to the CEO with administrative actions, internal communications, meetings, and events.
• Support the setup, logistics, communications and administration of required meetings, workshops, and briefings.
• Monitor project timelines, actions, and deliverables.
• Prepare agendas, minutes, summaries, and briefing materials as required.
• Support the preparation and issuing of internal communications from OCEO including briefings, presentations, templates and reports.
• Updating of Project SharePoint Sites.
• Act as a point of contact for queries and correspondence in OCEO.
• Support Procurement Processes in line with Public Sector Frameworks and policies.
• Budget and financial tracking and reporting.
• Support Audit preparation.
• Provide desk research and supports.
• Ensure compliant GDPR and Data Protection practices.

Skills

Organisational skills

Administration skills

Communication skills

Project tracking & reporting

Meeting, conferences & events support

Teamwork & unsupervised work

Handling confidential data

Prioritisation under pressure

Education

Relevant qualification in a discipline

Tools

MS Office

SharePoint Online

Job description

Location: Oranmore, Galway
Hours:Working Hours: 37.5 hours per week, 09:00 to 17:30 Monday to Friday
Contract Duration: 3 months – October 2026 to December 2026

Key Duties

• Support the CEO, Senior Leadership Team and Executive Assistant (EA) to the CEO with administrative actions, internal communications, meetings, and events.
• Support the setup, logistics, communications and administration of required meetings, workshops, and briefings.
• Monitor project timelines, actions, and deliverables.
• Prepare agendas, minutes, summaries, and briefing materials as required.
• Support the preparation and issuing of internal communications from OCEO including briefings, presentations, templates and reports.
• Updating of Project SharePoint Sites.
• Act as a point of contact for queries and correspondence in OCEO.
• Support Procurement Processes in line with Public Sector Frameworks andPolicies.
• Budget and financial tracking and reporting.
• Support Audit preparation.
• Provide desk research and supports.
• Ensure compliant GDPR and Data Protection practices.

Qualifications / Skills

• A suitable qualification in a relevant discipline with proven relevant work experience in a busy office environment.
• High level of computer skills, including MS Office and SharePoint Online.
• Strong organisational and administration skills with proven attention to detail and working to deadlines.
• Demonstrated ability to communicate effectively (in writing and orally) to different audiences, ideally with some experience of working and communicating at a Senior
• Executive and Board level, and with non-technical audiences.
• Demonstrated ability in project tracking and reporting.
• Demonstrated experience in supporting meetings, conferences and events.
• The ability to work unsupervised and to work together in a team environment.
• A background in working with confidential data and personal information.
• Direct relevant experience in managing multiple priorities, and in delivering
• outcomes under pressure and to tight deadlines.
• Ideally with some experience of public sector procurement but this can be shown

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