Executive Assistant (EA)

VanRath; Belfast; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading company in the construction industry is recruiting an Executive Assistant to support executives and manage operations. This permanent position offers flexible hours, focusing on administrative, operational, and compliance tasks, requiring strong skills in Microsoft 365 and ISO management frameworks.

Qualifications

• Experience in a similar role (e.g., Executive Assistant, Office Manager).
• Strong knowledge of Microsoft 365 suite, especially Lists and Excel.
• Experience with ISO frameworks and HR administration.

Responsibilities

• Support the CEO and Finance Director with administrative duties.
• Manage office operations and HR administration.
• Ensure ISO management systems compliance.

Skills

Administration

Microsoft 365

ISO management systems

HR administration

Project management

Tools

Microsoft Lists

Microsoft Excel

Microsoft Teams

SharePoint

Job description

VANRATH is excited to be working alongside a leading organisation with a prestigious reputation in the construction industry for the recruitment of an Executive Assistant.

This is a Monday - Friday permanent position. Flexible start and finish times are available if required, but full-time is preferred.

The role is based in the company's Belfast office (between Ormeau and Castlereagh).

The successful individual will report to the MD and will also undertake Office Manager duties. This position offers a fantastic working environment and an enjoyable work experience.

Salary

Fully negotiable + excellent benefits & a great place to work.

The Role

This key role supports the CEO and Finance Director, overseeing operational, administrative, HR, and compliance functions. The candidate should have strong experience with Microsoft 365 tools (especially Microsoft Lists and Excel), ISO management systems (9001, 14001, 45001, 27001), and HR processes. The ability to lead change, drive efficiencies, and contribute to a dynamic environment is essential.

• Providing administrative and secretarial support to the CEO and Finance Director
• Overseeing office operations
• Managing diaries, scheduling meetings, and taking minutes
• Managing company fleet vehicle documentation
• Supporting HR administration
• Maintaining ISO management systems and ensuring audit readiness and compliance
• Championing quality and process improvements
• Using Microsoft 365 tools to improve efficiency and automate workflows
• Managing internal databases with data integrity and security
• Attending leadership meetings, taking minutes, and tracking follow-up actions
• Managing equipment issued to inspectors, ensuring maintenance, calibration, and compliance

The Ideal Person

• Experience in a similar role (e.g., Executive Assistant, Office Manager, Operations Manager, Personal Assistant, Senior Administrator)
• Strong knowledge of Microsoft 365 suite, especially Lists, Forms, SharePoint, Excel, and Teams
• Experience with ISO 9001, 14001, 45001, and 27001 frameworks
• HR administration experience, including recruitment and employee lifecycle support
• Ability to manage multiple projects and stakeholders
• Experience attending and minuting management meetings

For more information or to apply, please contact Jack Groves in confidence or apply via the link below.

Testimonials highlight the excellent service provided by VANRATH and its staff, including Jordan Burns and Chanel Gillen, emphasizing their professionalism and effectiveness in recruitment.

VANRATH has supported the Northern Ireland Children’s Hospice since 2014 and is a founding member of the 'Time To Care' initiative, demonstrating its commitment to social responsibility.