Executive Assistant

Paragon Personnel Ltd; Newtownabbey; On-site; GBP 32,000 - 34,000; Full time

Job summary

Paragon Personnel Ltd is seeking an experienced Executive Assistant to support two senior individuals in Belfast. The role is a 6-month maternity cover with hours from 9am to 5pm and a day rate of £175–£185, inclusive of holiday pay.

The successful candidate will manage diaries, travel, and meetings, coordinate events, and handle confidential information with discretion while coordinating with teams across locations.

Qualifications

• Experience as an Executive Assistant or similar supporting senior stakeholders.
• Experience supporting senior leaders in a busy office environment.
• Strong diary management and calendar coordination skills.
• Excellent organizational skills with the ability to manage competing priorities.
• Proactive, able to work independently and handle confidential information.

Responsibilities

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

Skills

Diary management

Stakeholder management

Event coordination

Communication

Independent worker

Tools

Outlook

Teams

SharePoint

PowerPoint

Microsoft 365

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.