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 an excellent Executive Assistant to join our staff in the Department of Music. The successful candidate will provide administrative support for the Department and will report directly to the Head of Department and the Administrative Officer.

Principal Duties Administrative and other duties: This will include: • General office administration, including maintenance of records, accounts, details of budgets, creation and maintenance of databases and spreadsheets, managing appointments, correspondence, maintenance of files, circulation of information to staff etc.; • Reception duties, including answering phones, taking messages and responding to enquiries from prospective students and members of the public; • Updating and proofing University material relevant to the Department, including Admissions Office, University Calendar, Module Descriptors, Website, and University information systems; • Implementing new University procedures as they arise; • Participating in on-going training and development, and workshops as opportunities arise; • Support for the Head of Department, the Department Administrator and Department staff; • Accounts administration, i.e. processing of invoices, expenses for payment & liaising with Accounts Dept.; • Dealing with queries from other administrative units within the University, and from relevant outside agencies; • Supporting the hosting/hospitality of various Music Events/Guest Lectures held throughout the academic year; • Instrument care / maintenance / repair / tuning sourcing • Instrument storage / key allocation; • Instrumental lesson scheduling for teachers and students; • Room scheduling and timetabling; • Payment of instrumental instructors (using the Occasional Payments System); • Practical examinations: scheduling / venues / examiners / students.

The ideal candidate will have: Essential • Excellent IT skills – Microsoft Office Suite, preferably including advanced Excel skills; skilled in Social Media, Email, Google Calendar, Moodle; • Excellent interpersonal skills and enjoys dealing with varied enquiries by telephone, in person and via email; • Experience of working in a similar role providing administrative support to a large number of people; • Copes well under pressure and has experience of working to deadlines; • Has a work ethic that is flexible, systematic and organised; • Has an ability to liaise effectively with staff and students; • Is organised and capable of taking initiative; • Is equally adept at dealing with periods of pressure and using less busy times to identify and undertake self-directed work; • Has the ability to work with confidential material in a discreet manner; • Has a willingness to learn new information systems effectively.

Desirable • A good working knowledge of music.

Faculty and Research Institutes The Faculty of Arts and Humanities comprises the Departments of Music, History, Ancient Classics, English, Media, Studies, Philosophy, the School of Celtic Studies and the School of Modern Languages, Literature and Cultures. The role of the Faculty is to co-ordinate the academic activities of individual departments, to oversee the strategic development of departments, and to support interdepartmental activities and programmes. The University has also developed a number of interdisciplinary Institutes to support excellent research and to build research capacity across disciplines.

Department The Department of Music houses a large undergraduate and postgraduate community, and is responsible for two undergraduate programmes, five taught MA programmes, one MSc and multiple research students and postdoctoral researchers. Teaching and research in musicology, performance, composition and music technology lie at the heart of its work. The Department makes a unique contribution to the life of the University and the local community, while the research activity of the Department’s academic staff is internationally recognised. Tenure

This a full-time, permanent post. Salary Executive Assistant (2025): €31,713 – €47,950 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 (prorated 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.