Executive PA/Team Assistant - UCD Foundation

UCD Foundation engages in fundraising and alumni engagement activities to support University College Dublin in its pursuit of world-class education, teaching, research and innovation.  

Summary of role:

Provide full administrative and secretarial support at a senior level to the Executive Directors of UCD Foundation to ensure the smooth management of their day to day affairs and manage the day to day administrative running of the Development and Alumni Relations Office (DARO).

This is a great opportunity for a hard-working, resourceful, creative and diligent individual to join a highly regarded and successful team. 

Role:

Reporting directly to the two Executive Directors of UCD Foundation, you will:

  •  Provide effective and efficient administrative support to the Directors including diary and document management

  • Coordinate administration for internal and external meetings including scheduling, room hire, organising refreshments and document preparation/formatting/collation/circulation/printing and binding

  • Responsible for the coordination of the general administrative work of the DARO office; ensuring the prioritising of administrative tasks

  • Provide administrative support for the UCD Foundation Board and the Friends of UCD Board

  • Act as the primary point of contact for general queries for the DARO team

  • Provide administrative support for internal working groups chaired by members of the DARO team

  • Maintain regular contact with the Office of the President and other key internal and external stakeholder offices

  • Coordinate and manage the domestic and international travel schedule for the DARO office

  • Provide support to other members of the DARO office during periods of heightened activity including assisting with the organisation of major events

  • Manage HR administration for the DARO team including the administration of HR Locker, staff recruitment and induction

  • Manage financial administration of credit cards and e-procurement (when required)

  • Responsible for office supplies management and ordering stationery, water, shredding collections, taxis, couriers etc.

  • Maintaining regular contact with UCD Buildings Office to handle all building issues and queries

  • Any other duties that may be assigned by the Executive Directors

Suitable candidates will possess the following experience and professional characteristics:

  • Educated to degree level or equivalent

  • Experienced Personal Assistant at a senior management level ideally to two or more Directors

  • A background in administration

  • Experience of working in a Higher Education Environment ideally

  • Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external

  • Ability to organise and plan own work and work independently

  •   Excellent attention to detail, with the ability to maintain a high level of accuracy

  • A flexible, pro-active approach to work including the ability to prioritise and re-prioritise to meet deadlines

  • Exceptional verbal and written communication skills

  • Highly developed organisational, planning and multi-tasking skills

  • Ability to deal with sensitive information with discretion and to maintain confidentiality

  • Collaborative and supportive of other team members

  • Excellent IT skills including Microsoft Office Word, Excel and PowerPoint as well as experience of electronic diary management and a working knowledge of presentation software packages

Salary scale €28,000-€42,000 per annum plus 10% PRSA, commensurate with qualification and experience.

Apply with CV and cover letter to sylvia.roddie@ucdfoundation.ie. Applications will be reviewed on receipt.

Final closing date for applications: 29 May 2019

  • Closing Date for Applications
    29 May 2019