Executive Assistant

Smiley Monroe Ltd.

Lisburn

On-site

GBP 32,000 - 48,000

Full time

11 days ago

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Benefits offered by this job

4 Day Week - 33 Hours

Discretionary Bonus

Pension Scheme

Life Cover

Employee Assistance Programme

Long Service Awards

Social Events

Job summary

Smiley Monroe Ltd. is seeking an experienced Executive Assistant to provide high‑quality administrative and coordination support to the CEO and Senior Leadership Team.

The role ensures the CEO's time and priorities are effectively managed through proactive diary management, travel coordination, expense handling and meeting preparation. The successful candidate will contribute to leadership meetings, events and special projects, maintaining confidentiality and high attention to detail in a

Qualifications

Minimum of 3 years' experience in an Executive Assistant, Personal Assistant, Senior Administrator or similar role.
Experience supporting senior leaders or executives in a fast-paced business environment.
Experience coordinating complex diaries, meetings, travel arrangements and administrative activities.
Experience preparing reports, presentations, meeting packs and business documentation.

Responsibilities

Manage the CEO's diary, appointments and meeting schedules to ensure effective use of time and alignment with business priorities.
Coordinate domestic and international travel arrangements, including flights, accommodation, transport and itineraries.
Manage and process business expenses in a timely and accurate manner; screen, prioritise and coordinate requests.
Prepare agendas, presentations, reports and meeting packs.
Attend meetings to record actions, decisions and follow-up activities.
Track key actions and commitments to support effective execution.
Provide administrative support to Senior Leadership Team as required.
Support coordination of leadership meetings, workshops, and events.

Skills

Executive support

Diary management

Travel coordination

Report preparation

Stakeholder communication

Confidentiality

Discretion and integrity

Education

Relevant experience in EA/PA roles

Tools

Microsoft 365

Job description

We’re the world’s biggest producer of ‘endless’ conveyor belts, with locations in Northern Ireland, Great Britain, India, and the USA. We are trusted by manufacturers of materials processing equipment in sectors spanning quarrying, construction & demolition, recycling & waste management, washing systems, and road construction.

Our industry is dynamic and fast-paced. We work hard but like to have fun too. Continuous improvement is at the core of our culture, and our values are unique: we’re passionate about having a safe place to work, we’re determined to succeed, and we believe in being close to our customers and solving their problems.

About the role:

The Executive Assistant provides high-qualityadministrative, organisational and coordination support to the Chief ExecutiveOfficer (CEO) and wider Senior Leadership Team.
The role is responsible for ensuring the CEO'stime, priorities and commitments are effectively managed through proactivediary management, travel coordination, expense administration, reportingsupport and meeting preparation.
In addition, the Executive Assistant willsupport business growth initiatives through the identification, administrationand management of funding and grant opportunities, including applications,claims and reporting requirements. As capacity allows, the role will provideadministrative support to members of the Senior Leadership Team and support thecoordination of company events, leadership meetings and special projects.
The successful candidate will be highlyorganised, discreet, proactive and capable of managing multiple prioritieswhile maintaining excellent attention to detail and confidentiality.

What you'll be doing:

Executive Support

Manage the CEO's diary, appointments and meeting schedules to ensure effective use of time and alignment with business priorities.
Coordinate domestic and international travel arrangements, including flights, accommodation, transport and itineraries.
Manage and process business expenses in a timely and accurate manner.
Screen, prioritise and coordinate requests, correspondence and administrative activities on behalf of the CEO.
Prepare agendas, presentations, reports and meeting packs.
Attend meetings where required to record actions, decisions and follow-up activities.
Track key actions and commitments to support effective execution.

Leadership Team Support

Provide administrative and coordination support to members of the Senior Leadership Team as required.
Assist with meeting scheduling, document preparation and follow-up actions.
Support the coordination of leadership meetings, workshops, strategic planning sessions and off-site events.
Help maintain effective communication and organisation across leadership activities.
Plan and coordinate company events, leadership meetings, off-site sessions and employee engagement activities.

Funding and Grant Management

Identify, research and assess grant and funding opportunities that support business growth, innovation, people development and operational improvement.
Coordinate the preparation and submission of funding and grant applications.
Gather and collate supporting information from internal stakeholders.
Manage grant administration activities, ensuring deadlines and compliance requirements are met.
Prepare and submit funding claims and associated documentation.
Maintain accurate records of applications, claims, approvals and funding outcomes.
Produce reports on funding activity and opportunities for the Senior Leadership Team.

Reporting and Administration

Compile, analyse and format reports, presentations and business information.
Produce accurate documentation and maintain organised administrative records.
Support the preparation of board, leadership and operational reporting packs.
Maintain confidentiality and handle sensitive information appropriately.
Identify opportunities to improve administrative efficiency and ways of working.

About you:

Minimum of 3 years' experience in an Executive Assistant, Personal Assistant, Senior Administrator or similar role.
Experience supporting senior leaders or executives in a fast-paced business environment.
Experience coordinating complex diaries, meetings, travel arrangements and administrative activities.
Experience preparing reports, presentations, meeting packs and business documentation.
Strong organisational and planning skills with the ability to manage multiple priorities and deadlines simultaneously.
Excellent written and verbal communication skills.
High level of accuracy, attention to detail and professionalism.
Strong problem-solving skills and the ability to work independently with minimal supervision.
Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.
Ability to analyse, compile and present information in a clear and professional format.
Confidence in building relationships and working collaboratively with stakeholders at all levels of the organisation.
Ability to handle confidential and sensitive information with discretion and integrity.
Proactive, self-motivated and capable of anticipating needs and taking initiative.
Flexible and adaptable, with the ability to respond effectively to changing business priorities.
Experience coordinating events, meetings or business activities involving multiple stakeholders.
Strong administrative, organisational and record management skills.
A continuous improvement mindset, with a focus on identifying opportunities to improve efficiency and effectiveness.