🚀 Executive Assistant

Executive Assistant – 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.

Key Responsibilities

• 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 Support

• 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 & Office Support

• 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.

Required 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.
• Comfortable 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

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.
• 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

• Integrity and accountability.
• Open communication.
• Collaboration.
• Results driven.
• Service orientation.
• Entrepreneurial mindset.
• Strategic thinking.

Reporting

Reports to: Chief Executive. No direct reports.

Location

Belfast, Northern Ireland, United Kingdom.

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