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 to appoint an Executive Assistant on a full-time, permanent basis in Student Services to work in the Counselling Service, which is a busy and student-facing office environment. The Executive Assistant will be reporting to the Head of the Counselling Service or their nominee and will work with the Senior Executive Assistant who co-ordinates the workflow on a day-to-day basis.

Applicants for the post should have excellent IT, organisational, people and communication skills. The successful candidate will have a proven ability to work well in a team environment but will also use their own initiative. They will have experience of completing concurrent tasks within competing deadlines and will have excellent attention to detail and accuracy in their output. The role requires a high level of discretion and the capacity to maintain strict confidentiality and empathy when dealing with all individuals.

The successful candidate will have the ability to develop and maintain excellent working relationships. They will demonstrate a high level of organisational skills with an ability to deal with high volumes of converging activities.

Principal Duties

Administrative and other duties:

The successful applicant will be required to carry out a range of duties, including but not limited to the following:

Acting as first point of contact for the Service with responsibility for providing a confidential and prompt front-line service, providing accurate information and assistance to all service users, and liaising with all staff and students in an efficient and professional manner.

Working closely with the Counselling Team in highlighting referrals or any risks or concerns that are raised, supporting the implementation of the service protocol on responding to emergencies in a timely and effective manner.

Providing a full, student-facing administrative service including reception, appointment scheduling and processing referrals (in person, telephone, email and online).

Supporting event co-ordination, invoice processing to include POP and JDE, student financial supports, hospitality, diary management, etc.

Regularly updating the administrative Counselling Service records and database, maintaining an up-to-date Referral Information database and collating Service statistics on an ongoing basis.

Contributing to website editing and preparation of information resources, as required.

Contributing to the communication strategy, dissemination and promotion of poster campaigns.

Assisting with data collection to support report preparation for the service.

Assisting and contributing to the development and supporting of new Service initiatives, implementing new University procedures as they arise and adhering to professional guidelines and code of ethics.

Keeping up-to-date and informed of developments in Student Counselling, and Student Services, and related areas such as mental health and well-being, inclusion, equality and diversity.

Ensuring appropriate upkeep of the Reception and Waiting Room areas.

Assisting with preparations for the seasonal operational peaks, by supporting work on developing and reviewing processes and relevant projects as they arise.

Participating in ongoing training and development as opportunities arise.

Undertaking other administrative and organisational tasks as may be required from time to time.

The ideal candidate will have:

Essential:

Third level qualification in a relevant discipline.

Demonstrable experience working in a similar frontline role providing administrative support.

Excellent IT skills, e.g., Microsoft Office Suite, email, CRM systems, web maintenance and editing.

An understanding of GDPR and the necessity to maintain confidentiality, with a proven ability to exercise discretion and diplomacy.

Excellent written and verbal communication and interpersonal skills.

Excellent organisational skills and be capable of taking initiative.

Excellent time management and the ability to plan and prioritise tasks and meet deadlines, with accuracy and attention to detail.

The ability to liaise effectively with staff and students.

Desirable:

Prior experience in a similar role in a healthcare setting, or dealing with young adults in a Third Level setting.

An ability to use new information systems effectively.

In addition to the above, the candidate should have an understanding of and empathy with the mission, ethos and overall approach of Student Services in the University.

Terms and Conditions

Tenure

This is a full-time, permanent post.

Salary

Executive Assistant (2025): €32,030 – €48,430 p.a. (13 points)

Appointments will be made in accordance with public sector pay provisions.

Hours of work

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.

Location

The place of work is the campus of Maynooth University, Maynooth, Co. Kildare.