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. The Student Records Office requires an organised and efficient administrator to support the work of a very busy office. The role is varied and involves operational and administrative duties and requires a blend of exceptional communication skills coupled with a high level of IT and data handling skills. Among the chief responsibilities are assisting in the accurate execution of the student registration process, and the administration of supports to students and staff before, during and after registration, including the issuing of official academic transcript of results, the European diploma supplements, and student identity cards. The persons appointed will work as part of a team in a deadline driven office, to support the delivery of key services to students and staff.

Principal Duties Administrative and other duties: This will include: • Working with the team to ensure the timely and accurate delivery of registration related services and tasks arising as part of the operations of the office; • Supporting students and staff with complete professionalism and a commitment to first class customer service; • Communication of clear and accurate information in person, via website, email and telephone, on a proactive basis and in response to queries, while ensuring compliance to GDPR at all times; • Data compilation, data entry, data processing and verification; • Assisting in checking and validating data integrity and resolution of anomalies and errors in relation to application data, student data, programme data and statistical data required for external bodies such as the HEA; • Supporting Registry’s initiatives and participating in project teams in new or further developments of processes and systems; • Supporting staff within the university in the development of skills in specialist areas across a wide variety of administrative and technical activities – e.g., support staff in the use of Registry systems and procedures; • Any other duties or projects in the Student Records Office and wider Registry as allocated by the Student Records Officer and/or her nominee.

Applicants should note that at certain critical periods, there will be a requirement to work outside normal office hours (occasionally at short notice), including weekends, to meet specific deadlines. It will not be possible to take significant amounts of annual leave at certain critical periods for this post. The responsibilities of the post holder may change over time, in line with the on-going development and reorganisation of Registry, its processes and services.

The ideal candidate will have: Essential • Primary degree or equivalent professional experience (i.e., a minimum of 3 years relevant administrative experience, preferably in the educational sector); • Strong ethos of working with and within a team, with a demonstrated commitment and willingness to working collegially in a team environment to contribute to the team’s overall objectives; • Proven ability to work on own initiative, to manage several issues simultaneously, to meet strict deadlines and to manage the competing priorities which may be set by others; • An ability and an aptitude to follow procedure and willingness to learn new skills and work flexibly on different tasks; • A willingness to seek continuous improvement and to share skills with others to enhance the service; • Excellent and proven IT skills, including experience of working accurately with databases andsystems; • Professional discretion, and an ability to communicate effectively, in person and in writing; • Experience of prioritising competing tasks and working accurately in a deadline-driven environment as a productive team member and independently; • A proven excellent level of attention to detail in both written and numerical work; • Experience of data verification and analysis, with an awareness of the issues around data protection and GDPR.

Desirable • An understanding of the life cycle of the student registration process; • Experience of large volume data processing; • Knowledge of student information systems – e.g., ITS, Workbench; • Knowledge of university policies and regulations. 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 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 worldclass 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 also is very much central to its teaching and the University prides itself on placing equal value on its research and teaching missions. 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 Salary Executive Assistant (2025): €31,713 – €47,950 p.a. (13 points) Appointments will be made in accordance with public sector pay provisions