Senior Executive Assistant

5 days ago

Kildare, Ireland UniJobs Full time

Senior Executive Assistant - Maynooth University Unijobs DAC are currently recruiting a Senior Executive Assistant to work in the School of Business in Maynooth University. We are looking for someone to commence ASAP and the current end of this contract will be the 31st March 2025. The working hours are 35 per week and the hourly rate being offered is €24.86 (€45,241 as annual salary). This role is also fully on site. Job Description Maynooth University School of Business' Mission is focused on developing critical thinkers and creating impactful knowledge for our community. The School Office is the first point of contact for our students, faculty, university offices and members of the public in their interactions with the School of Business. This Senior Executive Assistant will join the School as a member of this vital front facing team. It is an exciting opportunity for you to get to know all aspects of the operations of a school and make a positive impact on the lives of our students, staff, university, and external partners. We are seeking an excellent Senior Executive Assistant to join the staff in the School of Business to assist in the administration and support of our suite of undergraduate and postgraduate programmes and research work. Principal duties and Responsibilities will include: * Part of the management team of the School Office front desk and general online query response system for the School of Business, promptly dealing with queries from staff, students and other administrative units within the University; * Understand the School's policies, procedures and practices and assist/advise in the administration support for Academic Staff and contract lecturers within the School for teaching related matters, e.g. support of Moodle on-line learning environment database, lecture theatres/meeting venues, timetabling support, photocopying; minute-taking, staff expenses claims, amongst other activities; * Assisting in managing of events for the School, e.g. Postgraduate Orientation, University Open Days programme promotion and marketing, industry events, amongst others; * Supporting the in-class assessment process for the School (in-house exams/assessment - organising papers/invigilators/venues etc.) * Supporting the Space and Building Management - reporting maintenance requests, Salto allocations, room bookings (non-exam, non-teaching) and open area bookings * Supporting School Office team tasks * Supporting the administration of research related activities in consultation with the Head of School aligned with the Schools research strategy; * Supporting interaction between academic staff and university systems as appropriate; * Processing of financial/budgetary information as required across School general and research accounts; * Building and maintaining effective working relationships with colleagues across the university; * Updating and maintaining the Schools social media outlets and actively managing and developing multimedia content for publication on the School website and other social media outlet e.g. Website, Facebook and Twitter etc. in line with School and University policies; * Provision of administration support for students of the School including management of confidential and sensitive documentation relating to personal/medical circumstances etc.; * Processing examination data; e.g. coordination of scripts, uploading of results, organisation of examination board meetings; supporting the Chairperson of the Examinations Board and Head of School in the examinations process, etc.; * Working with a mix of students across double major liberal degrees (including business as an element of their education) and single honours business degrees at undergraduate and postgraduate levels; * Plan and organise own work and monitor progress towards tasks set by the Administrative Lead /Head of Department along with day-to-day supervision and support of Executive Assistants as part of a team. The ideal candidate will have: * The ability to work in a collegial manner to build and maintain effective working relationships with colleagues across the university in line with the university's principles and values of 'collegiality, transparency and trust ?. * At least 2 years experience of working in university administration in a high-volume student context and with experience of working with students in a dual and single honours education environment; * Excellent IT skills in particular MS Office suite, web content development, social media, electronic file management and the ability to work with highly detailed spreadsheets; * An ability to learn how to use new information systems effectively e.g. University databases, local I.S. management systems etc.; * An ability to effectively liaise with academic staff, occasional lecturers, students and other external stakeholders in a professional manner and maintain the highest professional standards; * An ability to make decisions and show initiative, knowing when to seek advice and guidance from the Administrative Lead/Head of School; * A positive, constructive and friendly approach to communication with internal and external stakeholders, especially students, faculty and university colleagues; * An ability to exercise discretion with sensitive managerial and ethical data and documentation; * Excellent time management skills with experience of working in a pressurised environment and experience of working to deadlines in a busy office environment; Unijobs DAC is an equal opportunity employer. Skills: Hardworking Reliable Dependable

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