Executive Assistant

Paragon Personnel Ltd; Belfast City District; On-site; GBP 32,000 - 34,000; Full time

Job summary

Paragon Personnel Ltd is seeking an experienced Executive Assistant to support two senior leaders in a fast-paced Back/Middle Office environment in Belfast. The role requires proactive organisation, strong stakeholders' engagement and discretion, with scope to handle multiple priorities and confidential information.

Key duties include diary management, travel arrangements, minute-taking, event planning and cross-location collaboration.

Qualifications

• Previous EA/Senior administrator experience.
• Experience supporting senior-level individuals in a fast-paced environment.
• Strong diary management experience.
• Excellent organisational and prioritisation skills.
• Proactive and independent worker.
• Strong communication and relationship-building abilities.
• Comfortable under pressure and adapting to changing priorities.
• Proficient in Microsoft 365 apps (Outlook/Teams/SharePoint/PowerPoint).
• Experience with financial services or corporate environments.

Responsibilities

• Manage diaries and arrange meetings for two senior individuals.
• Organise travel and day-to-day arrangements.
• Arrange wider team meetings, prepare agendas, and take minutes.
• Handle multiple tasks and deadlines across projects.
• Organise team events, town halls, leadership meetings, and visits.
• Arrange venues, transport, and other event requirements.
• Collaborate with EAs across locations.
• Assist general office management as the team grows.
• Support projects by tracking actions and preparing reports.
• Prepare presentations and briefing documents for senior management.
• Handle confidential information discreetly.

Skills

Diary management

Stakeholder management

Travel coordination

Event planning

MS 365

Presentation skills

Discretion

Prioritisation

Tools

Outlook

Teams

SharePoint

PowerPoint

Concur

Workday

Ariba

eRequest

Job description

Contract: 6 months initially, covering maternity leave, with a strong possibility of extension

Hours: 9am – 5pm

Day Rate: £175–£185 per day, inclusive of holiday pay

We are currently looking for an experienced Executive Assistant to support two senior individuals within a busy Back/Middle Office team.

This is a fast-paced role within a growing organisation, so we are looking for someone who is organised, proactive and comfortable dealing with senior stakeholders.

Key Responsibilities

• Manage diaries and arrange meetings for two senior individuals.
• Organise travel and other day-to-day arrangements.
• Arrange wider team meetings, including preparing agendas and taking minutes.
• Manage a number of tasks and projects at the same time, making sure deadlines are met.
• Organise team events, town halls, leadership meetings and senior visits.
• Arrange venues, transport and other event requirements.
• Work closely with other EAs across different locations.
• Help with general office management as the team continues to grow.
• Support projects by tracking actions, gathering information and preparing reports.
• Prepare presentations, communications and briefing documents for senior management.
• Deal with confidential information appropriately and with discretion.

Experience Required

• Previous experience as an Executive Assistant, Senior Administrator or similar.
• Experience supporting senior-level individuals in a busy environment.
• Strong diary management experience.
• Good organisational skills and the ability to manage competing priorities.
• Proactive and able to work independently.
• Good communication and relationship-building skills.
• Comfortable working under pressure and adapting to changing priorities.
• Confident using Microsoft 365, particularly Outlook, Teams, SharePoint and PowerPoint.
• Able to deal with confidential information professionally.
• Experience working in financial services or a similar corporate environment.
• Experience with systems such as Concur, Workday, Ariba or eRequest.
• Experience organising both virtual and face-to-face events.
• Experience supporting senior leadership meetings and executive visits.
• Good PowerPoint and presentation skills.
• Someone who can pick up new systems and processes quickly.