Reporting to the Chief Operations Officer (COO), the administrator will be responsible for the administration and support of a range of day to day activities of the COO office and the Operations (Ops) Centre. This will primarily involve working closely with the COO, but will also support Ops Centre Group Heads and other senior centre personnel to ensure operational efficiency.
The ideal candidate will be a diligent team player who will be highly motivated, with proven ability through significant experience in a similar role. Excellent administration, interpersonal and IT skills are essential. The ability to self-manage and proactively drive tasks to conclusion will be extremely important.
- Provide efficient comprehensive support to, and administrative management of, all aspects of the COO Office activities.
- Organise the smooth and proactive operation of the COO office and general Ops Centre administration on a day-to-day basis, and the development of processes where required.
- High profile stakeholder management of a range of key stakeholders including Government departments, funding agencies, Board members and other senior third party management personnel.
- Assist with key projects (including capital projects) as required by the COO.
- Extensive diary and meeting management.
- Provide administration support to the legal, IT and other functions as required.
- Deal with complex and non-routine queries from staff and external contacts.
- Manage and provide support for external commitments of the COO, including board meetings, internal/external meetings, committees and liaison with external bodies.
- Assist in the organisation & delivery of quarterly Board meetings as required.
- Develop and manage an efficient tracking and filing system for the COO office to allow for immediate access and retrieval of all documentation, while providing secure storage of sensitive and confidential data.
- Administer relevant budgetary functions responsibilities including procurement and related paperwork.
- Ensure adherence to all Tyndall/UCC procedures and policies as required.
- Provide support for visitors including any travel arrangements/accommodation and facilities.
- Assist in the administration of the Ops Centre intranet.
- Liaise with finance/accounts offices on matters as required, including expense claims.
- Provide back-fill support to the CEO PA from time to time as required.
- Provide support to events organised by Tyndall centrally from time to time as required.
- Ensure strict confidentiality and discretion on all matters.
- Ensure all activities are compliant with the Tyndall Quality Management system and required Health & Safety standards.
- Carry out any additional duties as may reasonably be required within the general scope and level of the post.
Key requirements - Essential
- 5-10 years’ experience in a similar role at a similar level.
- Degree/diploma in a relevant area.
- Previous experience of supporting senior executives in a fast moving environment.
- Proven ability to multi-task effectively and efficiently in a flexible manner.
- Proven ability to work on own initiative, both independently and as part of a team.
- Excellent administration, organisational, time management, communication and interpersonal skills.
- Proven strong customer service orientation with the ability to achieve tight deadlines.
- Advanced knowledge of the Microsoft Office suite of products (i.e. Word, Excel, PowerPoint, Access, etc.).
Key requirements - Desirable
- Professional, discreet and confidential in approach at all times with an accommodating and efficient manner.
- Knowledge and experience of a research environment in the private or public sector.
- Previous financial management experience.
- Experience in website administration and website maintenance.
- Experience interacting with government agencies and departments.
- Experience in project management and knowledge of MS Project software or similar.
- Experience in case management software.
Appointment may be made on the SEA (Senior Executive Assistant) Scale B (new entrants) salary scale €31,456-€44,942. In all instances the successful appointment will be at the first point of the scale.
Closing date for applications for this position is 18th January 2019 at 5pm.
Step 1 - click here to download and complete the Application form
Step 2 – return completed application form, together with your CV and motivation letter to firstname.lastname@example.org.
Handwritten forms will not be accepted. No late applications will be accepted.
A full candidate information pack is available to download by clicking here.
Please note that Garda vetting and/or an international police clearance check may form part of the selection process.
The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.