Executive Assistant

The Role

Maynooth University is committed to a strategy in which the primary University goals of excellent research and scholarship and outstanding education are interlinked and equally valued.

We are seeking applicants for the post of Executive Assistant to join the team in the Education Department to assist in administrative work and to support a range of activities relating to undergraduate and postgraduate academic programmes.

The successful applicant will work as part of an administration team and report to the Administrative Officer. The candidate must be able to demonstrate an ability to work under pressure to tight deadlines on their own initiative. The person must be discreet, trustworthy and capable of dealing with confidential material.

Administrative and other duties: This will include:

• Supporting the department primarily in relation to high-volume academic programmes

• Planning and organising own work and monitor progress towards tasks in cooperation with Administrative Officer

• Working closely with Programme Leaders to manage course administration, including timetabling, organising assessments and examinations

• Preparation of confidential documents, including complex exam spreadsheets

• Communicating with students pre- and post-registration and directing students to appropriate services throughout the academic cycle

• Supporting interaction between academic staff and university systems as appropriate

• Working in a collegial manner to build and maintain effective working relationships with colleagues in the Department and across the university

• Assisting in managing events on behalf of the Department

• Developing and maintaining spreadsheets and databases to produce management information that is accurate and reliable for decision making

• Representing the department as required at Open Days, Orientation and Induction events, Postgraduate Open Evenings, etc.

• Undertaking any other duties which may be assigned from time to time by the Administrative Officer

• A minimum of two years administrative experience, preferably in the educational sector or equivalent

• An agile, flexible approach to work, proven ability to handle a variety of tasks

• Capacity to work in a collegial manner to build and maintain effective working relationships with colleagues in the Department and across the university

• Capability of working on own initiative, shaped by guidance from university policies, school policies, and advice from colleagues and Head of Department

• An ability to demonstrate an outstanding level of administrative and organisational skills, including evidence of managing complex workloads and successfully completing concurrent tasks with high quality output to strict, challenging and often conflicting timescales

• Advanced knowledge of MS Office suite (in particular the ability to work with Excel spreadsheets), file management, and a demonstrated ability to learn and use new information systems effectively

• Excellent communication skills for dealing with occasional staff and students who are on and off campus

• A proven ability to work in a team environment and share tasks with colleagues

• An excellent ability to liaise effectively with staff, students and members of the public in a professional manner and represent the department externally when required

• An ability to work with confidential material, including examination results, in a discreet manner and maintain the highest professional standards

• The ability to exercise discretion and confidentiality with information and documentation in line with the university’s principles and values of integrity and ethical behaviour

• Experience using Moodle and Teams

Maynooth University is a very distinctive university, a collegial institution focused on science and engineering, humanities, and social sciences, and equally committed to research, teaching and community engagement.

Located in Ireland’s only university town, its distinctive features and character owe much to its unique history and heritage. It provides a high-quality educational experience to over 15,000 students on a campus with 18th century roots and 21st century dynamism.

The strategic trajectory and accomplishments of Maynooth University, in the 25 years since its establishment as an autonomous public university, are exceptional, and a source of great pride to the university community, staff, students and alumni.

Maynooth University in 2024 ranked in the top 90 global Times Higher Education (THE) Young University rankings, placing 86th in the world.

Maynooth University’s growing global reputation is based on the originality, quality, importance and impact of its research and scholarship, commitment to teaching and learning, the quality of academic programmes, and its leadership in widening participation in higher education. The sources of success are the dedication of its staff and the energy and engagement of its students.

Maynooth University is a place of lively contrasts – a modern institution, dynamic, rapidly-growing, research-led and engaged, yet grounded in historic academic strengths and scholarly traditions.

With over 15,000 students, Maynooth offers a range of programmes at undergraduate, postgraduate and doctoral level in the humanities, science and engineering, and social sciences, including business, law and education. The University also offers a range of international programmes and partnerships.

Maynooth’s unique collegial culture fosters an interdisciplinary approach to research, which its world-class academics bring to bear in tackling some of the most fundamental challenges facing society today.

The University’s research institutes and centres consolidate and deliver this impact as vibrant communities of learning, discovery and creation. Research at Maynooth is also central to its teaching and the University prides itself on placing equal value on its research and teaching missions.

Our values define who we are, what we believe in and how we act as a community. They underpin our future success and guide our expectations of ourselves and each other. Our values apply to everyone in the University community:

• Integrity

• Collegiality

• Responsibility

• Freedom of expression

• Ambition

This is a half-time (0.5FTE) temporary post, up to 03/06/2028

Executive Assistant (2025): €31,713 – €47,950 p.a. pro-rata (13 points) Appointments will be made in accordance with public sector pay provisions.

A 35-hour working week is in operation in respect of full-time positions (pro-rated for part-time positions). This can be reviewed or adjusted from time to time through national agreements.