Temporary Higher Executive Officer (HEO) – Executive Administration
Reporting To: Chief Executive Officer (CEO)
Duration: 6 month temporary fixed-term contract
Overview
The Assisted Human Reproduction Regulatory Authority (AHRRA) is seeking an experienced and highly organised Higher Executive Officer (HEO) to provide executive, administrative and governance support during an important phase of organisational establishment and growth. This role will work closely with the CEO and provide support, as required, to the Chairperson, Board members and senior stakeholders. The successful candidate will be a proactive, professional and discreet administrator with excellent organisational skills and the ability to manage competing priorities in a fast-paced and evolving environment. The successful candidate will be employed via Cpl for this position.
Key Responsibilities
- Provide comprehensive executive support to the CEO, including diary management, meeting coordination, travel arrangements and correspondence management.
- Support effective communication and engagement between the CEO, Chairperson, Board members and external stakeholders.
- Respond to incoming email queries across AHRRA public facing e-mail accounts.
- Coordinate and support the process of recruiting members of the public to AHRRA committees, organising application review meetings, notifications to successful and unsuccessful applicants and ensuring that all appointed members complete mandatory signed documentation.
- Organise material on shared network folders in advance of onboarding new staff.
- Organise and coordinate AHRRA committee meetings, including scheduling, preparation and distribution of papers, minute-taking and action tracking.
- Organise the logistics of AHRRA Board meetings to include meeting venues, catering requirements and guest presenters/visitors to Board meetings.
- Maintain accurate records and ensure documentation is managed in line with governance and regulatory requirements.
- Prepare reports, presentations, briefing materials and meeting packs to a high professional standard.
- Assist with the organisation and administration of key events, workshops and stakeholder meetings.
- Support the development and implementation of administrative processes and systems as the Authority grows.
- Manage confidential and sensitive information with the highest levels of discretion and professionalism.
- Undertake additional administrative and project support duties as required.
Essential Requirements
- Significant experience in a senior administrative, Executive Assistant, Personal Assistant or equivalent support role.
- Excellent organisational and planning skills with the ability to prioritise a varied workload.
- Strong written and verbal communication skills.
- Experience coordinating meetings and preparing agendas, papers and minutes.
- High level of proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and Teams.
- Ability to work independently, using own initiative and maintaining confidentiality.