Administrative Assistant

Job Title: Administrative Assistant
Reporting to: Office and Facilities Manager
Contract: Permanent
Hours: 21 Hours per week
Location: Hybrid, with regular visits to our Maynooth office (min 2 days per week for first 6 months)
Salary: €30,456 per year, pro-rated to €18,274 for 21hrs.

 

Purpose of the Post:
To provide administrative support to the operations and services being delivered by Shine. Key to this will be the organising of the office and administration function to allow for the day-to-day smooth running of the assigned administration tasks and duties. The postholder will also be required to work closely with identified key staff within Shine.

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Key Duties/Overview of Areas of Responsibility:

  • Provide comprehensive administrative support such as proofreading, creation of reports, coordination of appointments, and provision of statistics.
  • Provide administrative support to all staff.
  • Providing administrative support to project teams and working groups.
  • Update and maintain administrative systems and databases, specifically Salesforce CRM and Microsoft Office 365 platforms.
  • Manage office systems, filing, and record-keeping (both digital and paper-based).
  • Handle incoming emails, phone calls, and correspondence.
  • Support event coordination and logistics where required.
  • Assist with policy updates and document control.
  • Maintain donor records and issue acknowledgements.
  • Maintain records in line with GDPR requirements.
  • Support data collection for monitoring and evaluation.

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Competencies:

  • Plans and organises activities and necessary resources efficiently and effectively.
  • Understands the importance of time management and how this translates to organising workload.
  • Participates in appropriate training as required.
  • Demonstrates sufficient administrative skills to meet the specific needs of the post.

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Standards in the Service:

  • Ensures that all records and technical data are up to date and available as required.
  • Continuous contribution to quality and efficiency initiatives.

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Service Delivery & Initiative:

  • Maintains trust and confidence in their work and the information involved in their work.
  • Takes initiative to move administration tasks forward to completion.
  • Demonstrates a supportive and reciprocating work style, including strong empathy with service users.
  • Works appropriately with all stakeholders.

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Person Specification

Essential:

  • Excellent inter-personal and communication skills. Must be able to write and speak English to a high standard.
  • Strong IT skills that include Word, Excel, PowerPoint, Zoom Meeting & Webinar Management, Microsoft Teams, Databases and Microsoft Outlook, including Calendar Management.
  • Minimum of 2 years of previous administrative and relevant work experience.
  • Previous experience in a remote or hybrid position.
  • Ability to work on own initiative and as part of a team.
  • Enthusiastic, pro-active and adaptable to change.
  • Strong organisational skills and sufficient attention to detail to be able to process and distribute information quickly and efficiently.

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Desirable:

  • Previous experience of working in a not-for-profit organisation.
  • Excellent knowledge of computer packages and online platforms.
  • Previous experience in event planning.

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Applications can be made by emailing a current CV and cover letter to recruit@shine.ie before 5pm on March 18th 2026.

Fin3