Executive Assistant

Spence & Partners Ltd.; Belfast; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading firm in the professional services and fintech sector is seeking a proactive Executive Assistant to support the Group CEO. This pivotal role requires exceptional organizational and communication skills, managing a variety of internal and external relationships. Applicants should thrive in fast-paced environments and demonstrate a high level of professionalism. The position is mainly office-based in Belfast, requiring flexible working hours as needed.

Qualifications

• Proven experience as an Executive Assistant at senior leadership level.
• Strong understanding of governance and compliance processes.
• Exceptional business communication skills.

Responsibilities

• Manage and prioritise all communications and requests directed to the CEO.
• Coordinate board packs, briefing materials, and agendas.
• Represent the CEO with professionalism and discretion.

Skills

Organisational skills

Interpersonal skills

Communication skills

Attention to detail

Initiative

Confidentiality

Education

Experience as an Executive Assistant

Professional services background preferred

Tools

Microsoft Office

Job description

About Us

We are a dynamic and growing group comprising three businesses within the professional services and fintech sector. Backed by growth equity investors, our ambition and pace set us apart. As we continue to scale, we are seeking a highly capable Executive Assistant (EA) to support our Group CEO and help drive effectiveness across the group.

This is a pivotal role within the Business Support team that requires exceptional organisational, interpersonal and communication skills. You will act as a key liaison for the Group CEO, managing a wide variety of internal and external relationships, including senior colleagues, investors, board members, and key stakeholders across the Group. You will ensure the CEO’s time is optimised and that they are prepared, informed, and focused on strategic priorities.

About You

You are a highly organised and proactive individual looking to apply your skills and experience in a fast paced growing professional services business. You thrive in a role that requires you to engage with and represent senior leaders and have unquestionable commitment to high standards, professionalism and confidentiality. You are able to work independently with minimal supervision, while also being willing to support and mentor team members. You are flexible with working hours and able to accommodate out if hours requirements on occasion. You are flexible, adaptable and eager to take on new responsibilities beyond traditional PA tasks.

Responsibilities & Criteria

• Executive Support: Manage and prioritise all communications and requests directed to the CEO, ensuring efficient use of time and focus on critical business needs, including diary, inbox, and travel management.

• Stakeholder Liaison: Represent the CEO with professionalism and discretion when dealing with board members, investors, partners, clients, and internal teams.
• Meeting Preparation and management: Coordinate and prepare board packs, briefing materials, agendas and minutes as required, following up on action points where necessary
• Strategic Coordination: Manage interactions with key stakeholders, building and maintaining strong internal and external relationships, in order to progress requirements in the most efficient and effective manner.
• Communication Management: Prepare and issue correspondence on behalf of the CEO
• Office management: Work collaboratively with teams across the office estate, supporting meeting logistics and ensuring a smooth-running work environment

• Leadership: Support and mentor the wider team of PAs to ensure senior leadership team deliver to deadlines

• Professional Stakeholder Engagement: Represent the CEO with professionalism and discretion when dealing with board members, investors, partners, clients, and internal teams.
• Internal Coordination: Serve as a conduit between the CEO and internal teams to support communication, alignment and follow-through on actions & key activities.
• Confidentiality & Discretion: Handle sensitive information with the highest level of confidentiality and professionalism commensurate with the trust placed in this role.

Skills, Knowledge & Experience

• Proven experience as an Executive Assistant at senior leadership level, ideally professional services.
• Strong understanding of governance and compliance processes in a corporate environment, with particular focus on Board/ Exec meeting management schedules.
• Experienced in optimising executive time through effective diary management and seamless travel planning.
• Skilled in co-ordinating and delivering comprehensive Board documentation in line with governance standards and tight timelines.
• Experienced in dealing with complex subject matter, interpreting requirements and assessing required action to be taken
• Meticulous attention to detail
• Exceptional business communication skills.
• Ability to anticipate needs, with initiative to resolve issues
• Strong IT proficiency, particularly in Microsoft Office and minute taking.

Location: Belfast

Working hours:Monday to Friday, 37.5 hours per week with additional hours as and when required.

This role is primarily office based

All roles are subject to a six-month probationary period and all prospective employees are required to complete an Access NI check.

As part of the pre-hire process the successful candidate will be subject to reference checking security vetting.

3173 is an Equal Opportunity Employer.

Applying with a disability or long-term health condition?

As part of our belief that we benefit from the differences among us we are committed to increasing the representation of disabled colleagues and want to remove any barriers or challenges that get in the way of candidates with a disability or long-term health condition from applying to work with us. As part of this commitment, we guarantee to automatically interview anyone with a disability who meets the minimum criteria.

If there is support or an adjustment that we can provide to enable you to be at your best during the recruitment and selection process, we encourage you to advise us in good time so that we may make suitable arrangements. We understand that being open with us may feel uncomfortable so please only

share with us the information that you are comfortable to share, and rest assured that we will use this only to provide you with the right support. Any information you give us will be treated completely confidentially. To discuss this further please call 028 9041 2000 and ask to speak to a member of the People & Culture team.