APPLICATIONS NOW CLOSED for Executive Assistant Position at ITMA

A new position of Executive Assistant will arise in July 2022 to support the Director and management team in the daily operations of the Archive.

About ITMA

The Irish Traditional Music Archive / Taisce Cheol Dúchais Éireann (ITMA) is the national public reference archive and resource centre for the traditional song, instrumental music and dance of Ireland. Based at 73 Merrion Square, Dublin, ITMA holds the largest collection of Irish traditional music, song and dance in existence. ITMA is a registered charity and company limited by guarantee and is primarily funded by the Arts Council of Ireland, the OPW and Arts Council of Northern Ireland.

Post of Executive Assistant at ITMA

A new position of Executive Assistant will arise in July 2022 to support the Director and management team in the daily operations of the archive.

This role will report directly to the Director and is an exciting opportunity for the right candidate to excel and gain insights and a broad exposure into all areas of the archive, dealing directly with artists, users and key stakeholders across all operations of ITMA. This will allow the successful individual to significantly develop and enhance their communication and interpersonal skills.

Working as part of a small team, this role requires an individual with capacity or competence in communications (written & oral), project management, and administration. Experience of the arts sector in Ireland is an advantage but not necessary.

The successful candidate should possess strong written skills, IT & organisational skills, an ability to work on one’s own initiative and be able to work to deadlines.

Job description

This job description provides an outline of the key responsibilities of the role.

Title: Executive Assistant

Reporting to: Director (CEO) of ITMA

Purpose:

  1. Executive support
  2. Administrative support

Essential Duties and Responsibilities

Executive Support:

  • Manage daily communications
  • Supporting daily activities of the Director
  • Diary management
  • Management of, and preparation for, meetings including minute-taking and follow-up
  • Project and event management
  • Drafting presentations, proposals, reports and contracts
  • Filing and retrieving corporate records and documents

Administrative Support

  • Liaise between the Director, ITMA Management and Board on administrative priorities
  • Assist in the preparation of grant and other fundraising applications
  • Process shop sales with Office Manager
  • Maintain annual leave schedules and records
  • Assist in managing shop stock
  • Organise travel arrangements for artists and ITMA staff
  • Support basic bookkeeping tasks in conjunction with Office and Finance Managers
  • Engage with users and visitors
  • Represent ITMA at events

General:

Work closely with ITMA’s CEO and management team to ensure the delivery of strategic objectives.

In line with the evolving needs of the organisation, undertake other duties as may from time to time be assigned.

Ideal Candidate

ITMA is entering an exciting phase of growth and development. We are seeking a highly motivated, organised and diligent individual who will bring energy and enthusiasm to our team. The successful candidate will be able to demonstrate examples from their past experience, work, and/or training which highlight their capability and desire for this role.

Skills:

  • Strong communication skills, both written and verbal;
  • Strong administrative, basic book-keeping and organisational skills;
  • Excellent interpersonal skills;
  • Strong computer literacy skills are essential;
  • Microsoft Office proficiency is essential;
  • Grant application writing and reporting skills;
  • Ability to work as part of a dynamic team;
  • Ability to work consistently and to tight deadlines;
  • Excellent problem solving skills and attention to detail.

The following skills, experience and interests would be an advantage:

  • Experience and knowledge of Irish traditional music, song and dance;
  • Competence in spoken and written Irish;
  • Familiarity with cultural/arts infrastructure within which ITMA operates in Ireland, and/or relevant knowledge of comparable cultural arts structures elsewhere.

Terms and Conditions

The post will be offered as an initial 2 year fixed-term contract with a 6 month probation period. The salary offered is commensurate with equivalent positions in the arts sector and will also depend on the experience of the successful candidate.

This position will be based at ITMA, 73 Merrion Square, Dublin 2, Ireland.

A complete list of benefits, terms and conditions as laid out in the ITMA Employee Handbook will be made available to the successful candidate.

Application Process

Deadline for applications will be 25 July 2022.

The application will comprise all of the following:

  • A Cover Letter;
  • A Curriculum Vitae;
  • Names and contact details of two referees. References will only be taken up with approval from candidates.

Applications, by email only, should be submitted to the ITMA Office Manager Seán Potts at [email protected]


The Irish Traditional Music Archive is an equal opportunities employer.

For further details please consult the relevant sections of the ITMA website www.itma.ie