Title: Executive Assistant Department: Office of the Vice Chancellor Tenure: Permanent appointment Location: 123, St Stephens Green Dublin 2 Reporting to: The Vice Chancellor of RCSI Proposed Start Date: August 2026 Royal College of Surgeons Ireland (RCSI): RCSI is a community of academic, research, clinical and professional staff working collaboratively to lead the world to better health. Here, you will thrive in an innovative and inclusive atmosphere, and your personal development and wellbeing will be supported. We invite you to join us to help deliver on our exciting mission \"To educate, nurture and discover for the benefit of human health\". We seek candidates whose experience to date has prepared them to contribute to our commitment to the \"Race Equality Action Plan 2025-2029\" at RCSI. Our students come from all walks of life and so do we. We hire great people from a wide variety of backgrounds. This makes our university stronger and ensures we hire the best talent. For each of the last six years, RCSI has been positioned in the Top 300 of universities worldwide in the Times Higher World University Rankings. We are proud that RCSI ranks first in the world for \"Good Health and Well-being\" in the Times Higher Education #SDG #SDG Impact Rankings 2025. This reflects our commitment to supporting people of all ages to live healthy lives and our work to promote the concepts of well-being and positive health. Our values of Respect, Collaboration, Scholarship and Innovation continue to unite and direct our purpose. Innovating for a Healthier Future 2023-2027 is RCSI's new five-year strategic plan. Through it, RCSI will enhance human health by meeting the health workforce needs of society, creating the insights and inventions that drive health improvements, and working in partnership with patients and the public in support of better health and well-being for all. The strategy unites the RCSI community in supporting the UN Sustainable Development Goals - with a particular focus on Goal 3, which targets good health and well-being. More details about RCSI can be ; in particular. At RCSI, our core values of Respect, Collaboration, Scholarship, and Innovation are at the heart of everything we do. We are committed to creating an inclusive and supportive environment where every colleague is valued and empowered to thrive. Our dedication to these values ensures that we foster a culture of mutual respect, open collaboration, continuous learning, and innovative thinking. Join us at RCSI, where your contributions will be recognised, and you will be part of a dynamic team making a real impact on global health. Office of the Vice Chancellor, RCSI The Vice Chancellor at the Royal College of Surgeons in Ireland (RCSI) plays a pivotal role in the institution's leadership and governance. As the senior academic and administrative officer, the Vice Chancellor is responsible for overseeing the overall academic strategy, research, education, and clinical services. The successful candidate will support the Office of the Vice Chancellor. Objective: We are seeking a highly professional, capable and motivated Executive Assistant to provide proactive executive support within the Office of the Vice Chancellor. While the role retains a strong and essential executive support focus, including diary management, meeting coordination and administrative support, it is also embedded within the Office of the Vice Chancellor and plays a broader enabling role in supporting the effective operation, coordination and delivery of priorities across the Office. The postholder will actively contribute to the smooth functioning of the Office of the Vice Chancellor by supporting the coordination of initiatives, tracking actions and follow-through, and helping to improve continuity, alignment and communication across the Office's activities. Acting as a central point of coordination, the role will support the Vice Chancellor and the wider Office to ensure priorities are progressed effectively and to a high standard. This role requires an in-person presence within the office in St Stephen's Green, some flexibility to work remotely may be agreed, in line with RCSI policies, with prior approval by the Vice Chancellor. Specifically, the duties of the post are: Provide high-quality administrative and executive support to the Vice Chancellor, ensuring the effective management of day-to-day activities and priorities Manage complex and multiple diaries, acting as an effective gatekeeper to ensure time is prioritised appropriately Organise, coordinate and support meetings, conferences and events, including preparation of agendas, papers and minutes, and tracking of actions Act as a key point of contact for the Office of the Vice Chancellor, managing internal and external queries with professionalism and discretion Screen, triage and respond appropriately to incoming correspondence, calls and requests Build and maintain effective working relationships with senior leaders, key internal stakeholders and external partners Support the coordination and delivery of priorities and initiatives within the Office of the Vice Chancellor, ensuring actions are tracked, followed up and progressed in a timely manner Assist in maintaining continuity and alignment across the Office's activities by supporting information flow, coordination and communication Contribute to the preparation, coordination and follow-through of strategic and operational activities within the Office Prepare high-quality reports, briefings, presentations and correspondence to support decision-making and governance Provide administrative and coordination support to strategic and business planning processes as required Maintain accurate records, logs and documentation to support effective oversight and continuity within the Office Maintain strict confidentiality at all times and exercise sound judgement and discretion when handling sensitive information Uphold professionalism and act as a trusted representative of the Office of the Vice Chancellor Knowledge & Experience (Essential) Excellent verbal and written communication skills Outstanding relationship building and stakeholder management skills Excellent ICT skills Excellent attention to detail Previous experience minute taking and agenda preparation Diary management experience Ability to multitask, use initiative and prioritise workload High level of conscientiousness and confidentiality Self- motivated with proactive attitude to implement solutions and problem solve Very high level of proficiency in information systems and working knowledge of the Microsoft suite Ability to produce results under strict/ short deadlines or for longer projects Knowledge & Experience (Desirable) Relevant qualification: Business / management degree is an advantage but not essential Previous experience in a similar role Skills & Competencies: The successful candidate should be able to demonstrate: Strong organisational and administrative skills with the ability to focus on and produce results and prioritise objectives. Proficiency in computer skills including MS Office Suite and word processing skills. Experience using Quercus and Moodle would be an advantage. An effective communication style appropriate to audience and situation. Ability to make decisions and meet deadlines. The ability to work on one's own initiative as well as in collaboration with colleagues. Flexibility to work irregular hours on occasion. Experience and a proven track record in a similar role would be an advantage We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application - we'd love to hear from you. Application Process Please apply online through the RCSI careers portal on the closing date with your CV and cover letter. Informal Enquiries: Informal enquiries are invited in the first instance through Rebecca O'Brien, Human Resources Department (email: ) All applications for this post must be made through the career's webpage Rebecca can arrange for relevant queries to be addressed by the hiring manager. Please note that we do not accept CVs directly. Garda vetting and occupational health review may be required for this role, depending on the nature of the duties and responsibilities. Further information will be provided during the recruitment process. Eligibility to Work in Ireland Please note that we are unable to offer visa sponsorship for this role. Applicants must have unrestricted right to work in Ireland. Employee Benefits At RCSI, we help care for our people so they can focus on our mission to Educate, nurture and discover for the benefit of human health. RCSI truly goes above and beyond to support its employees, ensuring they have everything they need to thrive both personally and professionally. Here's a glimpse of the fantastic benefits available: Health and Wellbeing: Our Inspire Programme promotes the importance of taking care of both our general health and mental health. Inspire manages the Employee Assistance Programme (EAP) offered through SpectrumLife. Past events held by Inspire have included, workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions & health insurance from leading experts, fitness challenges, baking competitions, weight loss programmes, annual flu vaccination campaign and many more. You can also enjoy access to an onsite gym for just €10 per month. Work -Life Balance: Maintaining a healthy work-life balance is crucial for fostering employee well-being, productivity, and overall satisfaction. At RCSI, we offer flexible working arrangements, study leave, and career breaks. In addition to 20 days of annual leave, employees receive an extra 6.5 days of university privilege days, which occur annually around the Christmas and Easter breaks. Family Benefits: RCSI offers enhanced family leave to our working parents with fully paid Maternity, Adoptive, Paternity and Surrogacy Leave. We also offer the first two weeks of Parents leave fully paid for, as well as the option to take Parental Leave until your child is 18 years old. We provide access to Platform 55, a new Parents Platform to support staff before, during, and after becoming a parent. We also offer flexible working, discounted Giraffe crche services of up to 20% and a Parents and Carers' Network. Financial Security: Benefit from automatic enrolment in a pension scheme with Willis Towers Watson with the employer contributions increasing with your length of service, Death in Service of up to 4 times your salary, long-term illness and disability income replacement, and free advice on health, motor, and home insurance. Discounted Services: Avail of discounted GP services, Taxsaver commuter tickets, the BiketoWork scheme, free eye tests at the National Optometry Centre, and discounted parking at St. Stephen's Green/RCSI car park. Recognition: At RCSI, we value and recognise the contributions of our staff through various awards and events, such as Long Service recognition, the Vice Chancellor Staff Awards, and through Research Day. Professional Growth: RCSI's Staff Learning and Development is committed to providing colleagues with opportunities and support to help them reach their full potential and thrive at work. Offerings include a comprehensive programme of staff training, management and leadership development, mentoring, coaching and funding support for further study. Staff Networks: Additionally, we support a range of staff networks, including the Women's Network, Postdoctoral Staff Network, Parents & Carers' Network, Project Manager's Network, LGBTI+ Network, Age Friendly Network etc. These networks help RCSI to foster a sense of community and inclusivity. Sports and Social Club: Engage in a variety of activities such as Yoga, Pilates and a variety of different Fitness classes. Enjoy social evenings, Book Clubs, Summer BBQs and one-off events like the Taste of Dublin, Bloom, Dublin Horse Show and Dublin Zoo. We also have a variety of discount tickets for shows and events through the year. Note: This job description may be subject to change to reflect the evolving requirements of the Department and RCSI. Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position. RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race. RCSI is committed to embedding equality, diversity and inclusion (EDI) across everything we do. This ensures we can all work and learn in an environment defined by dignity and respect. Eligibility to work in Ireland is a requirement of this role, Proof of eligibility documentation will be required at a later date. Under limited and specific circumstances (research/ specialist roles) RCSI may be in a position to seek a hosting agreement and/or work permits. Employees are required to undertake 6 months service in their current role before applying for other internal opportunities, unless agreed in advance by the SMT representative
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