PA to the CEO & Administration Support to the Company Secretary

About the IHRB

The Irish Horseracing Regulatory Board (IHRB) is the independent, all-island body responsible for regulating Irish horseracing. Established under the Horse Racing Ireland Act 2016, the IHRB is entrusted with enforcing the Rules of Racing, licensing industry participants, regulating anti-doping and handicapping, and representing Irish racing internationally. The IHRB supports a €2.46 billion industry employing over 30,000 people, with approximately 150 staff and officials, including a core team of 30 at headquarters and over 100 professional racing officials across the country.

Guided by our values - Professionalism, Excellence, Safety, Accountability, Respect, and Integrity - and our five Strategic Pillars (People, Integrity, Welfare, Digital First, Governance), the IHRB is committed to robust, transparent regulation and high-quality service to all stakeholders. Our governance practices adhere to the Code of Practice for the Governance of State Bodies, and we operate under a formal service level agreement with Horse Racing Ireland (HRI).

Job Title: Personal Assistant to the CEO and Secretarial Support to the Company Secretary

Job Purpose

This is a key administrative role providing dual support to the CEO and Company Secretary. You will manage the CEO's office and provide executive assistance across diary management, stakeholder engagement, and document preparation. In addition, you will support corporate governance by assisting the Company Secretary in organising and minuting board and committee meetings, maintaining statutory records, and supporting compliance. This role underpins operational efficiency, regulatory integrity, and the smooth functioning of IHRB governance.

Key Responsibilities

As Personal Assistant to the CEO

• Manage the CEO's diary, appointments, travel and workflow, ensuring preparedness for meetings, racecourse events, and international engagements.
• Ensuring papers, briefing notes and documents are provided to the Chief Executive Officer in a timely fashion in advance of CEO attending meetings.
• Act as the first point of contact for internal and external stakeholders, including trainers, owners, jockeys, government officials, and international bodies.
• Handle correspondence and enquiries in line with the Customer Charter, ensuring timely acknowledgements and responses.
• Prepare and format reports, presentations, and briefing documents aligned with the IHRB's Strategy and Strategic Pillars.
• Handle confidential information - such as anti-doping, integrity, finance and personnel matters - with absolute discretion.
• Facilitate collaboration with external partners such as HRI and the Department of Agriculture, Food and the Marine (DAFM), and other regulatory bodies in line with existing memorandums of understanding.

As Administration Support to the Company Secretary

• Organise board and committee meetings (e.g. Audit & Risk Committee), including scheduling, agendas, papers, logistics, and virtual platforms.
• Record accurate and timely minutes, track action items, and ensure follow-through.
• Maintain statutory registers, resolutions, minutes, and other corporate governance records in accordance with legal and governance standards.
• Assist with preparation of governance reports, compliance statements, and documentation for internal and external review.
• Support board and volunteer steward induction and training, ensuring accessibility and alignment with equality and diversity standards.
• Use digital tools and systems to streamline processes in line with the IHRB's Digital First strategy.

General Responsibilities

• Liaise effectively between the CEO's office, the Company Secretary, and internal departments including Finance, Licensing, Raceday Operations, Integrity, Medical, Veterinary, and Communications.
• Uphold the IHRB's values and ensure professional, inclusive service delivery.
• Maintain awareness of and contribute to continuous improvement in governance and administrative processes.
• Provide administration and membership management support to Turf Club and Irish National Hunt Steeplechase as required.
• Accommodate stakeholder needs with cultural sensitivity, including support for communication in Irish (Gaeilge), where applicable.

Essential Qualifications and Experience

• A Level 6 (or higher) qualification in business management, administration, governance, or a related field.
• 3-5 years' experience in a senior PA or executive admin role, ideally in a regulated or public sector environment.
• Experience supporting Boards and committees, including minute-taking and compliance support.
• Knowledge of governance standards and frameworks (e.g. Code of Practice for Governance of State Bodies).
• Understanding of audit, risk, and financial oversight processes.

Essential Skills and Attributes

• Organisational Excellence: Able to juggle competing priorities and meet tight deadlines.
• Attention to Detail: Accurate and thorough in preparing documents and maintaining records.
• Communication: Strong written and verbal communication, with a professional and courteous approach.
• Discretion: Trusted to handle sensitive and confidential material appropriately.
• IT Proficiency: Advanced skills in Microsoft Office and virtual meeting platforms (e.g., Teams, Zoom); comfortable with digital records and workflow tools.
• Initiative: Proactive and resourceful; able to anticipate needs and solve problems independently.
• Interpersonal Skills: Able to build trusted relationships with stakeholders at all levels, including board members and over 140 volunteer race-day stewards.

Desirable Qualifications and Experience

• Experience in a state agency, regulatory body, or the horseracing/sports sector.
• Knowledge of the Horse Racing Ireland Act 2016 and/or the Rules of Racing.
• Familiarity with anti-doping, audit, or compliance processes.
• Experience with governance software (e.g., iBabs) or document management systems.

Other Relevant Qualities

• Adaptability: Comfortable in a fast-paced, evolving environment with occasional evening or weekend work.
• Professionalism: Consistently represents the IHRB and CEO to a high standard.
• Team Player: Works collaboratively within a small team and across departments.
• Commitment: Demonstrates genuine interest in horseracing, animal welfare, and regulatory excellence.

Key Competencies

• Governance and compliance awareness.
• Administrative and secretarial excellence.
• Meticulous attention to detail.
• Stakeholder engagement and relationship management.
• Time management and prioritisation.
• Digital literacy and process efficiency.

Why Join the IHRB?

• Contribute to safeguarding the fairness, integrity and reputation of Irish horseracing.
• Work in a values-driven collaborative culture with a clear mission and purpose.
• Access opportunities for professional development in a unique regulatory environment.
• Competitive salary and benefits package, including contribution to pension scheme.

How to Apply

To apply, please email the following to [email protected]:

• CV (maximum 2 pages).
• Cover letter (maximum 1 page), addressing your suitability and alignment with the IHRB's values and mission.
• Contact details for two professional referees (references to be contacted only after offer).

Application Deadline: Close of Business 15 August 2025

Interview Process: Shortlisted candidates will be invited to interview, which may include a practical task (details of which will be given in advance)

For informal enquiries, contact Jonathan Hogan at [email protected] or call 045 445 600 during office hours.

Additional Notes for Applicants:

• Candidates must be eligible to work in Ireland.
• Occasional evening or weekend work may be required to support board meetings, racecourse events, or international engagements.
• Familiarity with the horseracing industry or anti-doping regulations is advantageous but not essential, as training will be provided.