Sectors Administrative Support Team Lead

Permanent employee, Full-time · Ibec Dublin

JOB DETAILS

Ibec, the group that represents Irish business is inviting applications for a Sectors Administrative Support Team Lead. The deadline for applications is 3rd March 2025.

Reporting to the Senior Executive, the Sector Administrative Support Team Lead manages the day to day operations of the Sector Administration function within the Ibec Membership and Sectors Division. This is a hands on, proactive role which includes responsibility for supervising and performance managing the team, ensuring delivery of high quality work and consistency of work processes within the Team. The person is responsible for:

Being accountable for a range of administrative services that support the Strategic Business Leads (SBLs), Trade Association/Sector Directors, Membership and Sector teams.
Driving the team delivery of deadlines and metrics as approved by Senior Executive.
Constantly review, amend and introduce new processes, initiatives and best practice across the team ensuring they are implemented appropriately to enhance services. Maintain the Standard Operating Procedures (SOP) for all Sector Admin activity.
Provide clear direction, mentoring, support and guidance to the team and support the Senior Executive.
Motivating the team to optimum performance levels, to achieve agreed targets contributing to the company’s objectives.
Supporting and supervise day to day activities of the sector administration team to ensure efficient delivery of a high quality and consistent services to the sectors division through all channels of communications.
Working with the Senior Executive and Senior Managers in shaping, planning and executing sector plans and events for the purposes of managing the team workload and work allocation
Manage absence cover with admin team and coordination the reallocation of workloads. Co- ordinate leave requests and ensure adequate cover at busy and seasonal times.
Managing overall Key Account Meeting activity across the team. This role entails co ordinating all our Tier 1,2,3 meeting planning for our members and key account managers. This is a highly detailed focused task that requires keen attention to detail and ability to meet tight deadlines.
Continuous Professional Development of team and map out learnings for the year. Review gaps, devise a plan to implement and work with HR on operational details.
Onboarding new staff to the team. Arranging continuous and refresher training to ensure skills are up to date to support the sectoral teams and the Ibec digital transformation project (AV, Webinars, Site Core etc)
Strong Reporting Skills and the ability to communicate effectively on key issues. Report on weekly activities Senior Executive, ensuring accuracy of information.
Manage Annual Performance of each team member, including regular 1-1 reviews; setting KPIs in line with company strategy, annual performance review and performance descriptors for final reporting to HR.

ABOUT THE ROLE

Key Activities/Responsibilities:

Planning, reporting, communicating

Report on all activities against key performance indicators providing key insights and recommendations for sector administration.
Manage the cross sectoral calendar for events, committees, free events, in line with the webinar calendar within timelines.
Manage various governance documentation. T/A Handbook, Board Papers etc.
Ensure there is wide visibility and understanding of yearly plan for all activities across the team.
Keep up to date and learn from global best practice in all areas of administration.

Operations & Team leadership

Maintaining and updating standard operating procedures for all sectoral admin activity.
Monitor the management of the Key Account meeting activity across the team.
Manage and resolve any concerns that may arise regarding service delivery/supports.
Participation in meetings directly as and when required.
Organise, assign and supervise activities of the sector admin support team.
Provide support in performance and development of the team.
Co-ordinate and organise leave requests from team to ensure adequate cover at busy and seasonal times.

NOTE: This list is not exhaustive but serves to reflect the nature of the duties included in the role. Given the nature of the organisation and the need to respond to members’ needs on an ongoing basis, the role is subject to change over time.

ABOUT YOU

Person Specification:
Qualifications & Experience

Minimum 5 years relevant experience in an admin role.
High levels of Customer Service experience.
People Management experience desirable.

Competencies

Superior planning and organisational skills.
Strong time management and diary management skills.
Strong relationship-building skills and ability to liaise with multiple stakeholders at all levels.
Ability to disseminate work across the team in a fair and balanced approach.
Ability to provide team leadership and direction.
Strong communication written, oral and presentation skills.
Excellent computer literacy in Dynamics 365, Sitecore with high proficiency in word, excel, PowerPoint etc.
Strong Reporting skills and ability to meet strict deadlines.
Highly conscientious and have a can-do collegial attitude.

Personal Qualities

Presents a professional and friendly demeanour.
A high degree of reliability, flexibility and confidentiality in their approach to work.
Flexible approach to work
Ability to work smart in a fast-paced, changing environment.

Ibec Core Competencies

Bias towards action

Collaborative – work together as ‘one Ibec’.
Dynamic – approach initiatives with careful planning, energy, drive, and resilience.
Decisive – make clear, well-informed decisions.

Member and Customer Focus

Agile and Adaptive – embrace change and be adaptive to members’ needs and in ambitious situations.
Creative and Innovative – not afraid of dynamic thinking in finding solutions.
Curious and Critical Thinking – open minded and proactive in gathering data in developing opinions.

Drive and Personal Leadership

Ambitious – driven and can take responsible risks.
Accountable – committed to highest standards and takes ownership of actions.
Continuous Improvement – proactive on personal and professional development

Ibec is an equal opportunity, and inclusive employer is committed to providing reasonable accommodations for potential and existing employees with a disability. Should you wish to request a reasonable accommodation please email Kenny at Kenneth.kelly@ibec.ie

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About us

Working in Ibec

Join Ibec and further your career.

Working in Ibec means you are part of an overall effort to deliver on a vision for Ireland to be a balanced, growing and prosperous society. We look to the workplace of the future with the changing needs of our members as well as our workforce to create a dynamic and exciting working environment.
We hire people from many backgrounds who are highly knowledgeable, engaging, professional and, most importantly, passionate about business.

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We are looking forward to hearing from you!

Thank you for your interest in Ibec. Please fill out the following short form. Should you have difficulties with the upload of your data, please send an email to kenneth.kelly@ibec.ie.