Administrative Assistant

Job Title: Administrative Assistant

Reporting to: Office and Facilities Manager

Contract: Permanent

Hours: 21 Hours per week

Location: Hybrid, with regular visits to our Maynooth office (min 2 days per week for first 6 months)

Salary: €30,456 per year, pro-rated to €18,274 for 21hrs.

Purpose of the Post:To provide administrative support to the operations and services being delivered by Shine. Key to this will be the organising of the office and administration function to allow for the day-to-day smooth running of the assigned administration tasks and duties. The postholder will also be required to work closely with identified key staff within Shine.Key Duties/Overview of Areas of Responsibility:

• Provide comprehensive administrative support such as proofreading, creation of reports, coordination of appointments, and provision of statistics.
• Provide administrative support to all staff.
• Providing administrative support to project teams and working groups.
• Update and maintain administrative systems and databases, specifically Salesforce CRM and Microsoft Office 365 platforms.
• Manage office systems, filing, and record-keeping (both digital and paper-based).
• Handle incoming emails, phone calls, and correspondence.
• Support event coordination and logistics where required.
• Assist with policy updates and document control.
• Maintain donor records and issue acknowledgements.
• Maintain records in line with GDPR requirements.
• Support data collection for monitoring and evaluation.

Competencies:

• Plans and organises activities and necessary resources efficiently and effectively.
• Understands the importance of time management and how this translates to organising workload.
• Participates in appropriate training as required.
• Demonstrates sufficient administrative skills to meet the specific needs of the post.

Standards in the Service:

• Ensures that all records and technical data are up to date and available as required.
• Continuous contribution to quality and efficiency initiatives.

Service Delivery & Initiative:

• Maintains trust and confidence in their work and the information involved in their work.
• Takes initiative to move administration tasks forward to completion.
• Demonstrates a supportive and reciprocating work style, including strong empathy with service users.
• Works appropriately with all stakeholders.

Person SpecificationEssential:

• Excellent inter-personal and communication skills. Must be able to write and speak English to a high standard.
• Strong IT skills that include Word, Excel, PowerPoint, Zoom Meeting & Webinar Management, Microsoft Teams, Databases and Microsoft Outlook, including Calendar Management.
• Minimum of 2 years of previous administrative and relevant work experience.
• Previous experience in a remote or hybrid position.
• Ability to work on own initiative and as part of a team.
• Enthusiastic, pro-active and adaptable to change.
• Strong organisational skills and sufficient attention to detail to be able to process and distribute information quickly and efficiently.

Desirable:

• Previous experience of working in a not-for-profit organisation.
• Excellent knowledge of computer packages and online platforms.
• Previous experience in event planning.

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Applications can be made by emailing a current CV and cover letter to recruit@shine.ie before 5pm on March 18th 2026.