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 with project funding from The Heritage Council, The Shared Island Initiative, and the Department of TCAGSM.

Post of Executive Assistant at ITMA

A new position of Executive Assistant will be established in March 2025 to enhance ITMA’s administrative team and support the CEO and management in overseeing the daily operations of the archive.

This role is ideal for an ambitious, capable, and highly motivated individual who will work closely with ITMA’s CEO and administrative team. Responsibilities include assisting with reporting, budgeting, programming, and developing ITMA’s artistic and archival projects. As part of a small team, the role demands strong written and verbal communication skills, financial proficiency, strong IT skills, and a highly professional work ethic, combined with the ability to meet deadlines.

This is an exciting opportunity for the right candidate to excel while gaining broad exposure to all aspects of the archive’s operations, including direct engagement with artists, users, and key stakeholders.

The successful candidate will play a vital role in ITMA’s administrative team, helping the organisation continue its growth as Ireland’s leading national body for preserving music, song, and dance.

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: To support ITMA’s executive in the completion of core administrative tasks including application preparation, budgeting, reporting, management, and programming artistic and archival projects, as well as in the daily running of the organisation.

Essential Duties and Responsibilities

• Support the CEO’s daily activities.
• Diary/Microsoft Calendar management.
• Draft reports, proposals, presentations, funding applications, budgets, and contracts.
• Organise travel arrangements for artists and ITMA staff.
• Manage shop stock, monitor shop sales, and process orders.
• Manage documentation and logistics for concerts and field recording.
• Engage with users and visitors and support ITMA staff in preparing and organising events.
• Support the Executive and wider ITMA team in day-to-day operations.
• In line with the evolving needs of the organisation, the successful candidate may be required to undertake additional duties that are reasonable and relevant to the role.

The 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.

Candidate Requirements

• Excellent written and verbal communication skills.
• Excellent arithmetic and numerical skills.
• Excellent organisational and interpersonal skills.
• Strong IT skills and computer literacy.
• Fluency with Microsoft Office and Excel.
• Funding application writing and reporting skills.
• Ability to work under pressure and to tight deadlines.
• Ability to work well as part of a team.
• Ambition to develop and grow skillset.

Desirable Skills & Experience

• 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 a 2-year fixed-term contract with a 6-month probation period.
• The salary offered for the position will be €32,391.
• This position will be based at ITMA, 73 Merrion Square, Dublin 2, Ireland. Hybrid or flexible working arrangements may be considered, in line with ITMA’s policies.
• A complete list of benefits, terms, and conditions as laid out in the ITMA Employee Handbook will be made available to the successful candidate.

Equal Opportunities

ITMA is an equal opportunities employer. We welcome applications from all qualified individuals, regardless of age, gender, disability, ethnicity, religion, or other protected characteristics. We are committed to fostering an inclusive and diverse working environment.

Right to Work

Candidates must have the legal right to work in Ireland at the time of application. ITMA is not in a position to sponsor work permits for this role.

Confidentiality & Data Protection

All applications will be treated in the strictest confidence. Personal data provided in applications will be processed in accordance with ITMA’s Data Protection Policy and GDPR guidelines. Data will only be used for recruitment purposes and will not be shared with third parties.

Application Process

The deadline for applications is 5th March 2025 at 18:00. The application will comprise 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 addressed to ITMA’s Secretary, Bridie Flaherty, and emailed to [email protected]