Executive Assistant

Executive Assistant - Maynooth University Unijobs DAC are currently recruiting an Executive Assistant to oversee the administration of a broad range of activities associated with a high volume and high-profile estates office in Maynooth University.
We are looking for someone to commence ASAP and the contract will be for 6 months initially.
The working hours are 35 per week, fully on- site with the salary starting at €31,713.
The Role Estates is responsible for the commercial functional and operational estate, including capital development, hard and soft facilities management, student residences and commercial leases.
The particular focus of the role will be on the administration of the estates helpdesk which receives, logs, instructs and oversees the overall estate maintenance and operational campus function.
Reporting directly to the Mechanical, Electrical & BMS Manager, the successful candidate will provide admin support to the Campus & Commercial Services Offices within Estates.
The candidate will oversee administration of Campus & Commercial Services and Helpdesk functions and be an essential part of the overall team with particular emphasis on the management of campus and commercial services record keeping.
Principal Duties Administrative and other duties: This will include: * Provide a wide range of administrative support to the Campus & Commercial Services team.
* Dealing with general maintenance enquiries (internally and externally) logging jobs, entering purchase orders, dealing with invoice transactions and general administration pertaining to the operation of the estate; * Attend meetings as requested by any of the team to support the office work and activities; * Compiling information for presentations or other related reports and enquiries.
* Providing support to campus and commercial services financial administration of the office * Documentation and Record-Keeping: Maintain detailed records of maintenance activity, projects, certification documents, meetings, and correspondence etc; * Communicate, engage and liaise with colleagues in Estates, staff in other administrative functions in the university, contractors and third parties to support the administrative responsibilities of the Campus & Commercial Services office; * Other tasks as may be directed from time to time by the Mechanical, Electrical & BMS Manager, Head of Campus & Commercial Services, Director of Estates.
The ideal candidate will have: Essential: * Primary degree or equivalent professional experience (i.e., a minimum of 3 years relevant administrative experience, preferably in an estates or building maintenance function); * Proven excellence in interpersonal & communication skills, both written and verbal.
* Strong organisational and administrative skills, including financial administration * 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.
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 and systems; * 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: * Experience of large volume data processing; * Knowledge of helpdesk, facilities management, maintenance type information technology systems.
Unijobs DAC is an equal opportunity employer.
Skills: Hardworking Reliable and Dependable