Executive Assistant

Pontoon Solutions; Belfast City District; On-site; GBP 32,000 - 42,000; Full time

Job summary

Pontoon Solutions is seeking an experienced Executive Assistant to support senior leaders in a fast-paced corporate setting in Belfast. The role demands strong diary management, calendar control, and travel coordination, with the ability to handle sensitive information with discretion.

The successful candidate will be highly organised, proactive, and able to deliver high-quality executive materials, meetings, and presentations from day one.

Qualifications

• Experience supporting senior executives in a corporate setting.
• Strong EA/PA or senior admin experience.
• Proven diary management and prioritisation skills.
• Excellent organisational and time management.
• Excellent communication and stakeholder management.

Responsibilities

• Provide comprehensive diary and calendar management for senior executives.
• Coordinate meetings, appointments, and travel arrangements.
• Organise team meetings, prepare agendas, and record meeting minutes where required.
• Assist with presentations, reports, and executive communications.
• Support project-related activities, tracking actions and coordinating information.
• Plan and coordinate events, leadership meetings, and executive visits.
• Build effective working relationships with stakeholders across the business.
• Manage multiple priorities while ensuring a high standard of accuracy and professionalism.
• Handle confidential and sensitive information with discretion.

Skills

Diary management

Calendar management

Meeting coordination

Travel arrangements

Meeting minutes

Presentations

Reports

Executive communications

Project tracking

Event planning

Stakeholder management

PowerPoint

Excel

Independence

Proactivity

Tools

Microsoft PowerPoint

Microsoft Excel

Job description

Contract: Initial 6-month maternity cover, with potential to extend up to 12 months

Working Pattern: Full-time

We are seeking an experienced Executive Assistant to provide high-quality support to senior leaders within a fast-paced corporate environment.

This opportunity would suit someone who can quickly integrate into a busy team, manage competing priorities, and confidently provide executive-level administrative support from day one. The successful candidate will be highly organised, proactive, and comfortable working to tight deadlines while maintaining exceptional attention to detail.

Key Responsibilities

• Provide comprehensive diary and calendar management for senior executives
• Coordinate meetings, appointments, and travel arrangements
• Organise team meetings, prepare agendas, and record meeting minutes where required
• Assist with presentations, reports, and executive communications
• Support project-related activities, tracking actions and coordinating information
• Plan and coordinate events, leadership meetings, and executive visits
• Build effective working relationships with stakeholders across the business
• Manage multiple priorities while ensuring a high standard of accuracy and professionalism
• Handle confidential and sensitive information with discretion

What We're Looking For

• Previous experience supporting senior executives within a corporate environment
• Strong Executive Assistant, Personal Assistant, or senior administrative support experience
• Proven ability to manage complex diaries and coordinate multiple priorities simultaneously
• Excellent organisational and time management skills
• Strong communication and stakeholder management abilities
• Proficiency in Microsoft PowerPoint and Excel
• Experience preparing presentations, reports, and meeting materials
• Ability to work independently and confidently in a fast-moving environment
• A proactive approach with the ability to anticipate needs and resolve issues

Preferred Background

We are particularly interested in candidates who have worked within:

• Banking or Financial Services
• Legal Services
• Insurance
• Other large corporate organisations

Experience supporting executives during periods of business change, growth, or project delivery would be advantageous.

Why Apply?

• Opportunity to support senior leaders within a well-established corporate environment
• Varied and fast-paced role with significant stakeholder exposure
• Initial 6-month contract with potential extension
• Collaborative and professional team environment

Pontoon Solutions is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone’s chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.