Executive Assistant

Atrium (EMEA); Belfast City District; Hybrid; GBP 22,000 - 32,000; Full time

Job summary

Atrium (EMEA) in Belfast is seeking a Senior Administrative Assistant to support a rapidly expanding team and senior leaders. The role involves diary management, calendar coordination, and coordinating events, with hybrid working after training and settling in (3 days on site).

Key responsibilities include preparing agendas and minutes, handling travel, coordinating across locations, and delivering concise reports.

Qualifications

• Experience as a Senior Administrative Assistant or comparable level of experience supporting a rapidly growing team or business undergoing organisational change whilst interacting with senior level executives.
• Flexible, adaptable and proactive, with the ability to anticipate, identify and resolve issues while responding to changing priorities.
• Excellent organisational skills with the ability to prioritise, manage multiple tasks simultaneously, and work effectively under pressure with minimal supervision.
• Strong verbal and written communication, listening and relationship-building skills, with the ability to work effectively across teams, functions and seniority levels.
• Ability to obtain information in a timely and efficient manner.
• Ability to prepare senior leadership communications, presentations and briefing materials
• Discretion and the ability to maintain and manage confidential information.
• Proficiency in calendar management for multiple leaders
• Proficient in Microsoft 365 applications, including Teams, SharePoint, and PowerPoint.

Responsibilities

• Relieves management of administrative details; diary management, travel scheduling.
• Scheduling of team meetings for the wider group- prepare agendas and minute taking
• Manages multiple projects, activities and competing priorities to ensure timely delivery of objectives
• Plans and coordinates events, for example internal team town halls, hosting visits, transport and venue bookings
• Co-ordinates with other EAs in other locations as required
• Assist with general office management, during period of rapid expansion of the team
• Supports project activities, including tracking actions, gathering information, preparing reports and presenting data.

Skills

Senior admin support

Flexible/adaptive

Organisational skills

Communication skills

Calendar management

Microsoft 365

Tools

Ariba

eRequest

Concur

Recognition Tool

Workday

Job description

Location: Belfast (hybrid working once settled into the role and training complete - 3 days onsite)

• Relieves management of administrative details; diary management, travel scheduling.
• Scheduling of team meetings for the wider group- prepare agendas and minute taking
• Manages multiple projects, activities and competing priorities to ensure timely delivery of objectives
• Plans and coordinates events, for example internal team town halls, hosting visits, transport and venue bookings
• Co-ordinates with other EAs in other locations as required
• Assist with general office management, during period of rapid expansion of the team
• Supports project activities, including tracking actions, gathering information, preparing reports and presenting data..

What we are looking for:

• Experience as a Senior Administrative Assistant or comparable level of experience supporting a rapidly growing team or business undergoing organisational change whilst interacting with senior level executives.
• Flexible, adaptable and proactive, with the ability to anticipate, identify and resolve issues while responding to changing priorities.
• Excellent organisational skills with the ability to prioritise, manage multiple tasks simultaneously, and work effectively under pressure with minimal supervision.
• Strong verbal and written communication, listening and relationship-building skills, with the ability to work effectively across teams, functions and seniority levels.
• Ability to obtain information in a timely and efficient manner.
• Ability to prepare senior leadership communications, presentations and briefing materials
• Discretion and the ability to maintain and manage confidential information.
• Proficiency in calendar management for multiple leaders
• Proficient in Microsoft 365 applications, including Teams, SharePoint, and PowerPoint.

Desired Skills

• Demonstrated ability to quickly learn new processes, systems, and ways of working with minimal onboarding.
• Experience with various systems such as Ariba, eRequest, Concur, Recognition Tool and Workday
• Proficiency in internal technology ordering systems
• Recent work experience with detailed accomplishment examples and proven ability to take the initiative.
• Experience planning and coordinating both in-person and virtual events, including senior executive visits and leadership meetings.
• Ability to prepare senior leadership communications, presentations and briefing materials