Job Description

VANRATH are excited to be working alongside a leading Organisation with a prestigious reputation in the construction industry for the recruitment of an Executive Assistant.
This is a Monday - Friday Permanent position - there are flexible start and finish time available with this position if required but full-time is preferred.
This role will be based in the company's Belfast office (Between Ormeau and Castlereagh)
The successful individual will report to the MD, and there will be Office Manager duties too. This individual will work in a fantastic working environment, in a really enjoyable position.
Salary
Fully Negotiable + Fantastic Benefits & A Great Place to Work
The Role
This key role supports the CEO and Finance Director while overseeing a broad range of operational, administrative, some aspects of HR, and Compliance functions. The successful candidate will bring strong experience with Microsoft 365 tools (especially Microsoft Lists and Excel), ISO management systems (9001, 14001, 45001, 27001), and HR processes. You will be confident leading change, driving efficiencies, and contributing to a dynamic work environment.

• Providing administrative, secretarial and general support to the CEO and Finance Director
• Oversee smooth running of office operations
• Managing diaries and scheduling meetings and appointments, taking minutes as needed
• Manage company fleet vehicle documentation
• Support aspects of HR administration
• Maintain ISO management systems (ISO 9001, 14001, 45001, 27001), ensuring readiness foraudits and continual compliance.
• Champion quality and process improvements across departments.
• Expert use of Microsoft 365 tools, especially Microsoft Lists, Forms, SharePoint, and Teams to improve efficiency and automate workflows.
• Manage multiple internal databases, ensuring data integrity and security in line with ISO and information governance standards.
• Attend leadership and management meetings; take clear, concise minutes and track follow-up actions to completion
• Responsible for logging, tracking, and managing all equipment issued to inspectors, ensuring items are maintained in good condition, regularly calibrated, and compliant with relevant standards. Maintain accurate records of usage, servicing, and calibration schedules.

The Ideal Person

• Experience in a similar role (Background could be - Executive Assistant / Office Manager / Operations Manager / Personal Assistant / Senior Administrator (or similar)
• Strong working knowledge of Microsoft 365 suite, particularly Microsoft Lists, Forms, SharePoint, Excel and Teams.
• Significant experience with ISO 9001, 14001, 45001, and 27001 frameworks.
• HR administration experience including recruitment, employee lifecycle support, and maintaining HR records.
• Skilled in managing multiple projects, priorities, and stakeholders simultaneously.
• Experience attending and minuting management meetings

For further information on this vacancy, or any other job in Belfast or wider Northern Ireland, please apply via the link below or contact Jack Groves in the strictest confidence.
Fantastic service received from Dan at VANRATH. I contacted him with some specific requirements for a new job, to align with qualifications I am undertaking. Dan went over and above to actively seek a position for me from his many connections, rather than just tell me what he already knew of. I am so grateful for all he has done and delighted to be starting my new post in a matter of weeks!
I would highly recommend Vanrath. Very quick response to my application. I have been working with Dan, who has been extremely dedicated to finding me a role that was best suited to my future career development. He has kept me up to date with every stage of the process. I am now starting a great role, thanks to Dan who has provided a positive experience in this transition.
Working with Jack was an exceptional experience! He was highly professional, communicative, and genuinely cared about matching me with the right opportunity. Thanks to his efforts, I landed a fantastic job that perfectly aligns with my skills and aspirations.