Executive Assistant, Dublin Pike

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

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.

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.

Responsibilities

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 in 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

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

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