The Administrative Coordinator provides high-level administrative, organisational, and governance support to the CEO and the management team, ensuring efficient day‑to‑day operations across Spinal Injuries Ireland. The role requires excellent judgement, confidentiality, and the ability to coordinate multiple workflows across the organisation.

Main Duties & Responsibilities

1. Executive Support to the Management Team

• Comprehensive diary and schedule management.
• Prepare briefing papers, presentations, Board packs, minutes, and formal documents.
• Liaise with Board members, senior management, external stakeholders, and partner agencies.
• Arrange travel, accommodation, event attendance and logistics for the team.
• Maintain confidential executive filing systems and ensure documentation is up to date.

2. Office & Operations Coordination

• Ensure the Resource Centre operates smoothly and professionally and is fully staffed during opening hours.
• Coordinate office facilities, stock control, IT and maintenance issues.
• Support internal communication between teams and assist in organising meetings.
• Assist with operational reporting, staff scheduling, and internal coordination.

3. HR Administration Support

• Support recruitment processes, including arranging interviews and preparing documentation.
• Maintain HR systems, staff records, training logs and annual leave data.
• Assist with onboarding, induction processes and volunteer programme administration.

4. Stakeholder Liaison & Communications

• Act as a professional point of contact for internal and external stakeholders.
• Draft formal communications, letters, and follow‑up actions as required.
• Coordinate logistics for CEO-led meetings, events and stakeholder engagements.

5. Project Coordination & Administrative Support

• Assist the CEO with project coordination, tracking deadlines and deliverables.
• Support grant administration and data gathering where needed.
• Provide administrative support for cross‑organisational initiatives and strategic projects.

Person Specification & Key Skills

• Minimum 3 years’ experience in an Executive PA or Senior Administrative role.
• Highly organised with strong attention to detail and an ability to prioritise.
• Excellent written and verbal communication skills.
• Strong IT proficiency (Microsoft 365 essential; Salesforce & AI experience desirable).
• Experience supporting senior leadership in a busy organisational environment.
• Ability to work with discretion, confidentiality, and professionalism.
• Experience in charity, health or social care sectors desirable.
• Full clean driving licence is desirable.

This list of duties is not intended to be exhaustive, but to reflect the main duties of the position and is subject to change. Any other duties may be allocated from time to time consistent with the position, business plan and strategic plan of the organisation.