Executive Assistant

Paragon Personnel Ltd; Belfast City District; On-site; GBP 40,000 - 43,000; Full time

Job summary

Paragon Personnel Ltd urgently seeks an experienced Executive Assistant to support two senior leaders within a busy Back/Middle Office. This fast-paced role requires high organisational ability, proactive work style and comfort with senior stakeholders. 6 months maternity cover with potential extension, 9am–5pm, Belfast-based.

The role includes diary management, travel planning, minute-taking, reporting and event coordination, with a focus on confidentiality and professional discretion.

Qualifications

• Previous experience as an Executive Assistant or similar role.
• Experience supporting senior-level individuals in a fast-paced environment.
• Strong diary management experience.
• Excellent organisational skills and ability to manage competing priorities.
• Proactive and able to work independently.
• Good communication and relationship-building skills.

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.
• Manage multiple tasks and projects with deadlines.
• Organise team events, town halls and leadership meetings.
• Arrange venues, transport and other event requirements.
• Collaborate with EAs across locations to support the team.
• Assist with 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 with discretion.

Skills

Diary management

Organisational skills

Communication

Relationship-building

Proactive

Tools

Outlook

Teams

SharePoint

PowerPoint

Job description

Executive Assistant

Location: Belfast

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.
• Good attention to detail.
• Confident using Microsoft 365, particularly Outlook, Teams, SharePoint and PowerPoint.
• Able to deal with confidential information professionally.

Desirable

• 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.