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.

Estates is responsible for the commercial, functional and operational estate, including capital development, hard and soft facilities management, student residences and commercial leases.

The Estates Office is seeking to appoint an Executive Assistant to assist in the administration of a broad range of activities associated with a high volume and high profile office, reporting directly to the Director of Estates or nominee.

The candidate will assist in administrative tasks and be an essential part of the Estates team, with particular emphasis on the support of operations.

Principal Duties

Administrative and other duties:

This will include:

• Provide a wide range of administrative support to the operations team, such as arranging meetings and room set up, handling maintenance requests and queries, and dealing with general office enquiries (internally and externally).

• Attend meetings as requested by any of the team to support office work and activities.

• Planning and organising operations, including logistics.

• Compiling newsletters and articles for inclusion on the Estates website and social media channels.

• Providing support to the Estates team on financial administration of the office, such as maintaining financial records for projects and the office, processing and requesting invoices, and processing purchase orders.

• Documentation and record-keeping, maintaining detailed records.

• Communicate, engage and liaise with colleagues in Estates and staff in other administrative functions in the University to support the administrative responsibilities of the Estates Office.

• Other tasks as may be directed from time to time by the Director of Estates or nominee.

The ideal candidate will have:

Essential

• Proven excellence in interpersonal and communication skills, both written and verbal.

• Strong organisational and administrative skills, including financial administration.

• Ability to work well under pressure.

• Ability to work well on own initiative.

• Proven ability to work constructively in a team and within a busy environment.

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

• Excellent IT and Microsoft Office 365 productivity suite skills, e.g. MS Word, MS Excel, email, PowerPoint.

Desirable

• Digital marketing (web maintenance and editing) and events management skills.

• Social media administrator experience.

• Experience working in a University or similar environment.

• Experience of University administrative procedures.

Estates

The Estates Department is one of the largest service departments in the University and is responsible for the co-ordination, delivery and management of essential services to the academic, administrative and corporate functions of both Maynooth University and St. Patrick’s College Maynooth.

Services provided include grounds and buildings maintenance, cleaning, switchboard, photocopying and post, audio-visual, transport, boardroom reservations, waste management, traffic management and sustainable travel.

Estates encompasses Campus and Commercial Services, Residences, Campus Development, Security, MU Events and Health and Safety.

The University

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 17,000 students on a campus with 18th century roots and 21st century dynamism.

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.

We offer a range of programmes at undergraduate, postgraduate and doctoral level in the humanities, science and engineering and social sciences, including business, law and education, along with a range of international programmes and partnerships.

The strategic trajectory and accomplishments of Maynooth University, 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 ranked in the top 90 global Times Higher Education Young University rankings in 2024. Its 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’s Values

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

Tenure

This is a full-time, permanent post.

Salary

Executive Assistant (2026): €32,530 – €48,930 per annum (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).