Executive Assistant

VanRath; Belfast; Hybrid; GBP 31,000 - 42,000; Full time

Job summary

A respected housing organization in Belfast is recruiting a Personal Assistant to provide executive support to the Group Chief Executive. The role includes managing the CEO's diary, handling communications, and organizing meetings. Ideal candidates should have GCSEs in Mathematics and English, along with at least two years of experience in a similar role. The organization offers a competitive salary between £31,500 and £41,500, hybrid working options, and an extensive benefits package including generous leave and pension contributions.

Benefits

25 days' annual leave plus additional days after 5 years

6% employer pension contribution

Flexible start and finish times

Death-in-service cover

Paid maternity and paternity leave

Paid bereavement leave

Qualifications

• Minimum of two years' experience providing Private Secretary or PA support to Board/Committee level.
• GCSE qualifications in Mathematics and English or equivalent.
• Proven ability to manage sensitive internal and external communications.

Responsibilities

• Manage the CEO's diary and correspondence.
• Act as the first point of contact for the CEO, exercising discretion.
• Draft reports and presentations on behalf of the CEO.
• Organise Group Board and Committee meetings.
• Build senior-level relationships with key stakeholders.
• Maintain records and manage the CEO's office budget.

Skills

Confidential communication

Diary management

Report writing

Stakeholder liaison

Budget management

Education

GCSE's in Mathematics and English or equivalent

RSA Stage II Typing / Word-processing

Job description

VANRATH are pleased to be working with a leading Housing organisation to recruit a Personal Assistant. This role offers the chance to join a highly respected company that provides excellent employment and one of the best benefits packages in the sector.

Location: Belfast
Contract: Permanent, Full-Time (Monday-Friday)
Hybrid: 2 office days / 3 home-based

Salary: £31,500 - £41,500 - dependent on experience + Excellent Benefits

Rewards & Benefits

• 25 days' annual leave, plus up to 5 additional days after 5 years' service & 12 public holidays
• 6% employer pension contribution
• Hybrid working (currently 3 remote days per week)
• Flexible start and finish times around core hours (Start anytime between 8.00am - 10.00am, and finish between 4.00pm - 6.00pm)
• Death-in-service cover of 3x annual salary
• 6 months' paid maternity leave
• 2 weeks' paid paternity leave
• Paid bereavement leave

Provide highly confidential, executive-level support to the Group Chief Executive, managing the day-to-day operation of the CEO's office and acting as a trusted liaison with internal and external stakeholders.

Key Responsibilities

• Manage the CEO's diary, correspondence, briefings, and preparation for meetings.
• Act as first point of contact for the CEO, handling sensitive internal and external communications with discretion.
• Draft correspondence, reports, presentations, and responses on behalf of the CEO and Chair.
• Organise and service Group Board, Subsidiary Board, Committee and SMT meetings, including agendas, papers, minutes, and secure portal management.
• Build and maintain senior-level relationships with regulators, government bodies, councils, political representatives, media, and key partners.
• Provide confidential secretarial support to the Chair, Vice Chair, Officers' Group, and Governance Committees, including AGMs and shareholder meetings.
• Maintain CEO and Board records, registers, statutory documentation, and secure filing systems.
• Manage budgets and expenditure for the CEO's office, including travel, venues, catering, supplies, and credit card reconciliations.
• Administer gifts and hospitality reporting in line with policy and audit requirements.
• Support senior leaders and Directors as required, including cross-directorate PA cover.
• Lead and review administrative policies, procedures, and governance processes to ensure compliance and best practice.
• Deliver ad hoc projects on behalf of the CEO and Chair and support corporate communications and marketing activity.
• Proactively identify and implement improvements to administrative systems and ways of working.

About You

• GCSE's in Mathematics and English (or equivalent qualification)
• RSA Stage II Typing / Word-processing AND at least two years' experience providing Private Secretary or PA support to Board/Committee level
• OR Four years' experience providing Private Secretary or PA support to Board/Committee level

For further information on this vacancy, or any other job in Belfast or wider Northern Ireland, please apply via the link below or contact Jack Groves in the strictest confidence via Vanrath.