Job Description

VANRATH are delighted to be assisting a Major N.I Client with the Recruitment of a Senior Personal Assistant to join a growing and dynamic firm based in Belfast.
Salary - Fully Negotiable Depending on Experience
Hours - Mon-Fri - 09:00 - 17:00
Location: Belfast, Northern Ireland
Reports To: Managing Director (MD)
Role Summary
We are seeking a highly capable, experienced and discreet Executive Assistant to support the MD in all aspects of his role. This is a newly created position and will be central to increasing the MD's capacity to focus on strategic priorities.
The successful candidate will bring excellent organisational, communication and problem-solving skills, and will thrive in a fast-paced, high-expectation environment.
As this is a newly created position, there will be an opportunity to shape the role in line with the evolving needs of the MD and the division
Key Responsibilities

• Managing a busy and constantly changing diary and inbox, including scheduling meetings, prioritising emails, and tracking follow-ups
• Coordinating all aspects of UK and international travel, including booking flights, accommodation, transport, and preparing itineraries and documentation
• Preparing and formatting meeting packs, agendas, and follow-up notes; chasing inputs from directors and stakeholders where required
• Supporting the MD with day-to-day administrative tasks such as document handling, expenses, and logistics
• Regularly inputting and updating financial and KPI data into Excel-based templates with a high degree of accuracy
• Handling confidential and sensitive information with discretion and professionalism
• Providing occasional assistance in the coordination of corporate hospitality and internal events (e.g. away days, summits)
• Acting as a reliable point of contact between the MD and internal/external stakeholders, maintaining a high standard of communication

Candidate Profile
Experience & Skills

• Minimum 3 years in a Personal Assistant, Team Administrator, or senior support role
• Proven experience managing diaries, inboxes, and travel arrangements for senior leaders
• Confident working with Microsoft Office, especially Outlook and Excel (basic formulas, data entry, formatting)
• Strong organisational and time management skills
• Clear and professional communication (written and verbal)
• Comfortable handling confidential or sensitive information

Personal Attributes

• Organised, calm, and dependable under pressure
• Discreet, loyal, and emotionally mature
• Strong attention to detail and follow-through
• Comfortable in a high-trust support role
• Proactive in keeping tasks moving and anticipating needs
• Professional but personable in dealing with a wide range of stakeholders

This is a unique opportunity to work closely with the Managing Director of a diverse and growing group of companies. The role offers the chance to make a meaningful impact by helping to streamline day-to-day operations and support strategic priorities across the division.
Desirable Qualifications:

• Professional Certification: Secretarial or Administrative Assistant certification is a plus.
• Languages: Knowledge of additional languages would be an asset, but not required.
• Business Acumen: Strong interest in business development, with the ability to quickly understand new markets and opportunities.

For more information on this role please apply and we will contact you confidentially
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