Executive Secretary, VAC-11995
Key Information:
📍 Location: Dundrum, South County Dublin
💼 Position Type: Permanent, Full-Time
🕛 Hours: Monday–Friday, 8:00 AM–4:00 PM or 9:00 AM–5:00 PM (35 hours per week)
🏢 Work Environment: Office-Based
🪙 Salary: €45,000 (based on experience)
➕ Benefits:
- Free Lunch during term time
- Pension Contribution (5% employee, 10% employer)
- Life Assurance
- Annual Leave: 21 days, increasing to 25 days with service
- Free Parking
- Social Events throughout the year
About the Role
We are seeking a highly experienced and professional Executive Secretary to provide dedicated administrative and secretarial support within a prestigious academic institution. As the Principal’s primary secretary and personal assistant, you will be responsible for managing all correspondence—both written and verbal—on their behalf, coordinating diaries, scheduling meetings, and liaising with senior department heads such as the Director of Studies and Director of Admissions. You will also be the key administrative contact for external bodies, including the Department of Education and the Garda Vetting Bureau, ensuring compliance with regulations and maintaining accurate personnel records for all staff.
This role is part of a core administrative team, where each member has their own distinct responsibilities but works collaboratively to support the institution. Known for its exceptionally low staff turnover, this institution fosters a supportive and professional work culture, where colleagues rely on each other, particularly during busy periods.
Offering a tranquil and inspiring work environment, with ample parking and modern facilities, making it an ideal setting for professionals who value both structure and a high-quality workplace.
A six-week handover and training period will be provided to ensure a smooth transition into this key position.
Key Responsibilities
- Correspondence & Communication: Draft, proofread, and manage all written and verbal communications on behalf of the Principal.
- Diary & Schedule Management: Organise and coordinate the Principal’s diary, scheduling high-level meetings with senior stakeholders.
- Stakeholder Liaison: Act as the key administrative contact for department heads, including the Director of Studies and Director of Admissions.
- Government Liaison & Compliance: Manage official communications with the Department of Education, Garda Vetting Bureau, and other regulatory bodies.
- Personnel File Management: Maintain and update staff records, ensuring compliance with policies and employment regulations.
- Confidential Information Handling: Ensure all sensitive communications and documentation are managed with the utmost discretion and professionalism.
- Administrative & Report Preparation: Compile and distribute reports, organise meetings, and maintain key institutional records.
Requirements
Essential Requirements
✅ Proven Experience: Minimum 8 years+ as a Personal Assistant, Executive Assistant, or Personal Secretary supporting a CEO, CFO, business owner, or school principal.
✅ Exceptional English Skills: Strong spelling, grammar, and written communication abilities. A formal spelling and grammar assessment will be part of the selection process.
✅ Advanced IT Proficiency: Strong experience with Microsoft Office Suite (Word, Excel, Outlook) and database management.
✅ High-Level Organisational Skills: Ability to manage multiple priorities, meet deadlines, and ensure seamless workflow.
✅ Professional & Discreet: Experience handling confidential and sensitive information with discretion.
✅ Stakeholder Management: Comfortable liaising with senior management, government agencies, and external partners.
Desirable Skills
➕ Experience in an Academic Institution: Familiarity with administration processes in a school, college, or university setting.
➕ Compliance & Regulatory Knowledge: Experience liaising with government bodies such as the Department of Education or other regulatory agencies.
➕ Event & Meeting Coordination: Prior experience organising executive-level meetings, ensuring all documentation is in place.
Key Traits
✔️ Highly Professional: Able to represent senior leadership with confidence and diplomacy.
✔️ Meticulous Attention to Detail: Ensures all correspondence is flawless and records are maintained accurately.
✔️ Proactive & Self-Motivated: Able to anticipate needs, solve problems, and take initiative.
✔️ Calm Under Pressure: Works efficiently in a fast-paced environment with multiple priorities.
Before You Apply
This role requires exceptional written and verbal communication skills, along with proven experience supporting senior leadership. A spelling and grammar assessment will be part of the selection process to ensure applicants meet the required standard.
If you are a highly experienced Executive Secretary who thrives in a structured, fast-paced environment, we encourage you to apply.
How to Apply
To be considered for this role, please submit your CV outlining your relevant experience and skills.
Why Apply?
This is a key executive support role within a respected academic institution, where you will work closely with senior leadership and contribute to the smooth operation of a complex and highly regarded organisation. With a close-knit, long-standing team and a beautiful campus setting, this is an exceptional opportunity to step into a well-established and valued position. If you have the experience, professionalism, and attention to detail required for this role, we would love to hear from you.
