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Executive Assistant

Reed Business Support
Job LocationBelfast
EducationNot Mentioned
SalarySalary negotiable
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent , full-time

Job Description

EA/Office AdministratorMy client is a leading and innovation organisation that specialises within consulting services based in Belfast. They are currently seeking an experienced Executive Assistant/Office Administrator to join their team.This is a Full-time, permanent positionHours of work: Monday to Friday: 9am5pm (but will require flexibility depending on the business needs)Office based only (no hybrid option)Salary negotiable dependent on experienceJob Purpose: As Executive Assistant/Office Administrator, you will be responsible for providing support to the Managing Director and wider leadership team, ensuring that the office is managed effectively and efficiently.Essential Criteria:

  • Educated to A-Level standard or equivalent is desirable
  • Previous experience of supporting management
  • Numerate and with the ability to present and analyse data
  • Strong IT skills with the use of Word and Excel
  • Excellent communication skills both written and verbalwith the ability to communicate with stakeholders at all levels
  • Demonstrate a high degree of personal organisation and self-management
  • Ability to work on your own initiative as well as part of a team
  • Ability to adhere to tight working deadlines
Main Duties and Responsibilities:
  • Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary
  • Providing support for an extensive range of meetings. This will include preparing agendas, pre-meeting briefings and meeting papers, noting action points, and following them up
  • Arranging and management of meetings and minute taking where required
  • Ensuring meeting rooms are prepared in advance with all appropriate IT requirements and refreshments provided
  • Support in preparing information e.g., presentations, reports, media interviews etc.
  • Composing/drafting correspondence
  • Organising travel and assistance with the preparation of client/visitor itineraries, entertainment, travel, and accommodation as required
  • Preparing client proposals and reports
  • Developing effective relationships with key clients
  • Creation of key management information
  • Credit control: monitoring unpaid invoices and initial client contact
  • Co-ordinating submission of expense claims and recording of supplier invoices
  • Working with the Leadership team to ensure there is strong team engagement (liaison with the Charity Committee, Social Committee etc.)
  • Acting as an effective link between the various teams in the office
  • Assist with general office duties e.g., answering the phone, opening mail, photocopying, and scanning of documents
  • Set up of video/audio/tele conferencing as required
  • Co-ordinating the filing and update of business documentation
  • Managing office stationery and supplies
  • Working with our Managing Agents
  • Management of all IT / Equipment needs for the office
  • Any other duties as required

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