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 Timetabling Office has an important role in supporting the overall academic endeavour and student experience. We are seeking to appoint an organised and efficient administrator to support this work. The role is varied and involves customer service, scheduling, operational and administrative duties. The role requires exceptional interpersonal and communication skills and the capacity to learn and work with IT systems and software to deliver services. The successful candidate will manage student and staff queries via telephone, email and in person. Reporting to the Timetabling Officer, or their nominee, the person appointed will work as part of a team to support the creation of the academic timetable, and the ongoing timetabling support to students and staff across the University. Applicants should note that it may not be possible to take significant amounts of annual leave at certain critical periods for this post.

Principal Duties Administrative and other duties: This will include: • Support to the creation and publication of an accurate academic teaching timetable in a timely manner with appropriate and efficient use of resources. • General office and administrative duties related to the work of the Timetabling Office including managing email and other communications and maintenance of the Timetabling webpage. • Data entry, verification, scheduling, and cross-checking information – e.g., room allocations, student timetables – relating to the academic timetable. Support to the development and use of Resource Booker, the online system for booking rooms in term-time, including first-line management of room booking requests. • Supporting colleagues and students across the University on issues relating to the timetable via phone, on Teams, email and in person. • Working with others on the daily tasks that are required to maintain an up to date and accurate University timetable. • Working collegially to implement the changes affecting timetabling as the University’s curriculum evolves, and student population increases. • Any other duties as may be assigned from time to time by the Timetabling Officer or nominee.

The ideal candidate will have: Essential • Relevant qualifications and/or relevant professional experience, preferably in the educational sector. • A strong customer focus with experience of delivering high-quality customer service as part of a team. • Experience in using administrative and information systems in an office environment, including the Microsoft Office suite of products. • Proven excellence in interpersonal and communication skills, both written and verbal. • A demonstrated excellent level of attention to detail and accuracy and in both written and numerical work. • Demonstrated experience in working accurately with IT Systems, large spreadsheets and using software to deliver services. • An aptitude for learning new systems, skills and processes. • Excellent time-management skills, with experience of working to deadlines in a pressurised environment. • A willingness to seek continuous improvement and to share skills with others to enhance the service. • Strong organisational and administrative skills, including managing competing priorities. • An ability and an aptitude to follow procedure, and willingness to work flexibly on different tasks to identify and address problems. • Willingness to work collegially within a team environment to contribute to the team’s overall objectives, and across organisational boundaries.

Desirable • Knowledge of room booking, timetabling, or similar administrative systems Tenure This is a full-time, permanent post. Salary Executive Assistant (2024): €30,713 – €46,950 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.