Executive Assistant

Title: Executive Assistant

Reports to: Chief Executive

Division: Finance and People

Location: Belfast

SUMMARY

This is a fast-paced, high-impact role supporting the Chief Executive and Executive Team. The Executive Assistant will be a trusted partner, ensuring seamless coordination of strategic initiatives, meetings, and communications across the business. The role requires excellent organisational skills, attention to detail, and the ability to adapt quickly to changing priorities. Working closely with the executive team and external stakeholders, the Executive Assistant will gain unique insight into both strategic and operational aspects of the company.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These requirements are representative of the general nature and level of work performed by people assigned to the job.  They are not intended to be an exhaustive list of all the duties and responsibilities an incumbent may be expected or asked to perform. Reasonable accommodations may be made for individuals with disabilities.

Executive Support – 70%

• Manage calendars, appointments, travel arrangements, and daily schedule
• Prepare reports, presentations, and briefing materials for internal and external meetings
• Coordinate and support board meetings, executive team sessions, and company events
• Handle correspondence on behalf of the executive team, ensuring timely and professional responses
• Track deadlines, actions, and priorities to ensure follow-up and completion

Communication – 20%

• Act as the first point of contact between the Chief Executive and internal/external stakeholders
• Draft, review, and distribute communications as required
• Build strong working relationships across the business
• Support coordination of communications and announcements

Operational and Office Support – 10%

• Assist with general business administration, including Finance, HR and office tasks when required
• Help streamline administrative processes and introduce efficiencies
• Support with data analysis, research, and collating information to inform decision-making

KEY SKILLS & ATTRIBUTES

• Highly organised with strong time management skills
• Proactive and able to anticipate needs and resolve issues before they arise
• Strong written and verbal communication skills, with excellent attention to detail
• Discreet and trustworthy in handling confidential or sensitive information
• Flexible and adaptable in a fast-paced, growing business
• Confident with technology, including Microsoft 365 and digital collaboration tools
• Reliable, professional, and able to build strong relationships at all levels
• Executive presence and emotional intelligence
• Ability to manage up and support senior leadership effectively

QUALIFICATIONS: EDUCATION, TRAINING, EXPERIENCE AND COMPETENCIES

Minimum Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative support role to an Executive Team.
• Strong IT skills, including MS Office suite

Preferred Qualifications

• Experience supporting executive team members in a fast-paced environment
• Excellent organisational and time management skills
• Strong written and verbal communication skills, with the ability to draft professional documents and presentations
• Experience handling confidential information with discretion
• Executive presence and emotional intelligence
• Ability to manage up and support executive team members effectively

Technical Skills

• Proficient in Microsoft 365 Suite (Outlook, PowerPoint, Word, Excel)
• Comfortable using digital collaboration tools such as Teams and Zoom
• Experience with CRM platforms such as HubSpot, Salesforce, or similar tools

Competencies

• Culture: Demonstrates integrity and accountability by taking ownership of responsibilities, acting with reliability and respect,
• Open Communication: Listens empathetically, communicates clearly, and adapts messaging to different audiences
• Collaboration: Builds and maintains strong relationships, working across teams to achieve business goals
• Results Driven: Manages multiple priorities effectively, delivering accurate and timely outcomes
• Service Orientation: Anticipates needs, supports others, and exceeds expectations
• Entrepreneurial: Flexible, adaptable, and resourceful in a fast-paced, changing environment
• Strategic Thinking: Proactive, solutions-focused, and able to think ahead to support the executive team and wider company

SUPERVISORY RESPONSIBILITIES

Supervision Received:
Reports to the CEO with general oversight and strategic direction.
Supervision Given:
This role does not currently have any direct reports