Executive Assistant

Allsop Software; Belfast; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading cloud technology provider in Belfast is looking for an Executive Assistant to support 1-2 Directors by managing schedules, communications, and operational tasks. The ideal candidate should have over 2 years of experience, strong organizational skills, and proficiency in Microsoft Office. The role offers a hybrid working environment with a competitive salary and benefits, including healthcare and personal development support.

Benefits

Competitive Salary

Hybrid Working Environment

Healthcare Plan

Workplace Pension Scheme

Quarterly Team Trips

Qualifications

• 2+ years’ experience as an Executive Assistant or similar role.
• Strong written and verbal communication skills required.
• Experience in managing financial and administrative tasks effectively.

Responsibilities

• Manage calendars and schedules for the Directors.
• Coordinate meetings and prepare agendas and minutes.
• Handle bookkeeping tasks including invoicing and payroll.

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Problem-solving

Tools

Microsoft Teams

Microsoft Office Suite

CRM tools

Job description

Executive Assistant

Purpose of the Role

Driven by a passion for organization, operational efficiency and supporting others to excel, this role is about enabling leaders to perform at their best. You will provide proactive administrative, financial and operational support to 1–2 Directors, ensuring their schedules run smoothly and priorities stay on track.

Through attention to detail, discretion, and a solutions-oriented mindset, you will help streamline workflows, manage communications, and create space for Directors to focus on strategic priorities.

About Us

We are Allsop, a leading provider of cloud-based business technology solutions for over 20 years. Our mission is simple yet powerful:Making working lives better. We achieve this by delivering innovative web and mobile solutions that breakthrough technology barriers and support the real needs of our clients worldwide.

Our core values guide everything we do:

• Innovative: We pioneer creative solutions to constantly improve our products, processes, and services.
• Helpful: We go the extra mile for clients, colleagues, and partners.
• Accountable: We take ownership to deliver high-quality results.
• Respectful: We act with empathy, professionalism, and integrity.
• Passionate: We bring energy and dedication to every challenge we take on.

Backed by our guiding principles, delivering excellence for others, leading in technology to the point of disruption, and always staying agile, we empower clients across sectors such as food and beverage, wholesale distribution, specialist retail, veterinary, e-commerce, and construction-related services. Our intelligent, scalable ordering and pricing tools help organisations achieve precision, agility, and insight in fast-moving, high-demand environments.

Our culture is innovative, collaborative, and energetic. Every line of code contributes to smarter workflows, smoother operations, and more effective businesses.

Overview of the Role

As an Executive Assistant, you will support 1–2 Directors by managing schedules, communications, meetings, travel arrangements, and administrative tasks. You will be a trusted partner who helps maintain focus on priorities, ensures key deadlines are met, and improves day-to-day efficiency.

A typical day might involve managing diary appointments and meetings, monitoring and responding to the Director’s email inbox, approving supplier invoices, processing sales invoices, preparing payroll payments, and ensuring key deadlines are met across financial and operational tasks.

You will work closely with internal and external stakeholders and act as an ambassador for the Directors you support.

Key Responsibilities

• Proactively manage calendars and schedules, coordinating internal and external meetings.
• Prepare meeting agendas, take minutes, and follow up on action items to drive accountability.
• Bookkeeping tasks, including raising and approving invoices and coordinating monthly payroll admin.
• Manage inboxes and communications on behalf of the Directors, ensuring timely responses and prioritisation of critical items.
• Drive innovation and improvements in financial, administrative, and operational processes.
• Support the preparation of reports, presentations, and briefing documents.
• Coordinate domestic and international travel, including itineraries, accommodation, and expense tracking as required.
• Liaise with internal teams and external partners on behalf of the Directors.
• Handle confidential information with discretion and professionalism.
• Anticipate needs and provide proactive support in a dynamic, fast-paced environment.
  
  

Technologies & Tools

You will have working knowledge of, or a willingness to learn, the following:

• Microsoft Teams, Outlook, Office Suite (Excel, Word, PowerPoint)
• Calendar and travel management tools
• Financial tools and systems
• Internal documentation platforms (e.g. SharePoint, Slab)
• CRM or project management tools (e.g. HubSpot)

Behavioural Competencies

• Communicating clearly, respectfully, and with professionalism
• Exercising sound judgement and maintaining confidentiality
• Managing time and priorities effectively
• Being highly organised and detail-focused
• Anticipating needs and solving problems proactively
• Building trusted relationships with a wide range of stakeholders
• Demonstrating resilience and adaptability in a fast-paced environment
• Taking ownership of outcomes and continuous improvement

Experience

• 2+ years’ experience in an Executive Assistant or similar administrative support role
• Strong written and verbal communication skills
• Demonstrated ability to manage daily financial, administrative, and operational tasks
• Highly organised with exceptional attention to detail
• Proficient with Microsoft Office and calendar management tools
• Experience handling confidential information
• Comfortable working independently and collaboratively
• Previous experience supporting senior leadership preferred

Success Measures

• Effectiveness in managing schedules and priorities
• Timeliness and accuracy of communications and deliverables
• Smooth execution of reoccurring financial and business tasks
• Improvement in operational efficiency for supported Directors
• Feedback from Directors and internal stakeholders
• Contribution to a positive and productive team environment
  

Career Development

This role sits within the Leadership Team and, depending on your interest and development, can prepare you for progression into other opportunities within our Product, Implementation and Sales & Marketing teams.

We support your growth with:

• Monthly dedicated time for personal development
• Access to a learning and development hub
• Encouragement and support for external training and certifications
  

Benefits

• Competitive Salary and target based progression plan
• Hybrid Working Environment
• Healthcare Plan and Private Medical Insurance
  
• Workplace Pension Scheme
• Latest Hardware and Software
  
• Quarterly Team Trips
  

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