Full Job Description
Unijobs DAC is recruiting an Executive Assistant for Maynooth University to oversee administrative activities related to a high-volume estates office. The position is available immediately for an initial 6-month contract, working 35 hours per week on-site, with a starting salary of €31,713.
Role Overview: The Estates department manages the operational estate, including capital development, facilities management, student residences, and leases. The primary focus of this role is on administering the estates helpdesk, which handles maintenance requests, logs, instructions, and oversees campus maintenance and operations. The successful candidate will report to the Mechanical, Electrical & BMS Manager and provide administrative support to the Campus & Commercial Services offices, with an emphasis on record-keeping and administrative management of campus and commercial services.
Principal Duties:
1. Administrative Support: Provide comprehensive administrative assistance to the Campus & Commercial Services team, including handling maintenance inquiries, logging jobs, processing purchase orders, managing invoices, and general estate administration.
2. Meetings and Reports: Attend meetings as required and compile information for presentations and reports.
3. Financial Administration: Support financial processes within the office.
4. Documentation and Record-Keeping: Maintain detailed records of maintenance activities, projects, certifications, meetings, and correspondence.
5. Communication: Liaise with colleagues, contractors, and third parties to support administrative responsibilities.
6. Additional Tasks: Perform other duties as directed by the Mechanical, Electrical & BMS Manager, Head of Campus & Commercial Services, or Director of Estates.
Candidate Requirements:
Essential:
* Primary degree or equivalent professional experience (minimum 3 years in administration, preferably related to estates or building maintenance).
* Excellent interpersonal and communication skills, both written and verbal.
* Strong organizational and administrative skills, including financial administration.
* Ability to work effectively in a team and in a busy environment.
* Excellent time management, planning, and prioritization skills with attention to detail.
* Proficiency in IT and Microsoft Office 365 applications (Word, Excel, Outlook, PowerPoint).
* Ability to work independently, manage multiple issues, and meet deadlines.
* Willingness to learn new skills, follow procedures, and work flexibly.
* Experience working with databases and systems, with a focus on accuracy and data protection, including GDPR.
Desirable:
* Experience with large volume data processing.
* Knowledge of helpdesk and facilities management IT systems.
Unijobs DAC is committed to equal opportunity employment. Skills include being hardworking, reliable, and dependable. #J-18808-Ljbffr