Executive Assistant / Office Manager

Reward; Belfast City; On-site; GBP 30,000 - 46,000; Full time

Benefits offered by this job

Annual Leave 25 days + bank holidays

Hybrid working: 3 days in office

Private healthcare - Bupa

Pension: up to 6% matched

Life insurance cover

Income protection

Dental cover

Employee wellbeing discounts

Job summary

Reward seeks a proactive Executive Assistant to support the CTO and Belfast Site Lead, ensuring smooth day-to-day operations and an excellent office experience. You will partner with senior leaders and external partners, bringing structure to a fast-moving environment and owning the Belfast office experience.

In this role you will balance executive support with facilities tasks, help build strong relationships across the Belfast Delivery, Technology and Operations teams, and contribute to a

Qualifications

• Proven EA experience supporting a senior leader, with some office/facilities management exposure.
• Strong organisational and time-management skills with attention to detail.
• Proactive, solutions-focused with ability to prioritise conflicting demands.
• Excellent written and verbal communication, ability to engage stakeholders at all levels.
• Professional and discreet handling of sensitive information.

Responsibilities

• Manage CTO's calendar, meetings, travel and competing priorities.
• Handle inboxes, requests and correspondence with sound judgement.
• Prepare agendas, presentations, briefing materials and leadership updates.
• Coordinate meetings with logistics and note-taking; capture decisions and actions.
• Track deadlines and deliverables, ensuring nothing falls through the cracks.

Skills

Executive support

Office management

Calendar management

Travel coordination

Communication

Tools

Microsoft Office

Presentation software

Job description

Job Description

This is a high-impact, varied role at the heart of our Belfast office. As Executive Assistant to our CTO and Belfast Site Lead, you'll be a trusted partner who helps them operate at their best, while also taking ownership of the day-to-day experience and smooth running of our Belfast office.

You'll work closely with senior leaders, colleagues and external partners, balancing executive support with office operations. We're looking for someone who enjoys bringing structure to a fast-moving environment, anticipates what's needed and takes pride in creating a brilliant experience for the people around them.

It's a great opportunity for an EA and Office Manager who enjoys being at the centre of things, making things happen and having the autonomy to improve how things work.

Why this role?

You'll have the opportunity to work closely with our CTO and senior leaders while playing an important role in the experience of our Belfast Delivery, Technology and Operations team.

This is a role with visibility, variety and autonomy. You'll have the opportunity to build strong relationships across Reward, make a tangible difference to how the Belfast office operates and find better ways of getting things done.

If you're someone who likes to stay one step ahead, enjoys bringing order to a busy environment and gets satisfaction from making things run brilliantly, we'd love to hear from you.

Job Requirements

• Proven experience as an Executive Assistant supporting a senior leader, with some office and/or facilities management experience.


• Strong organisational, multitasking and time-management skills, with excellent attention to detail.


• Proactive and solutions-focused, with the ability to anticipate needs, use sound judgement and manage competing priorities.


• Excellent written and verbal communication skills, with confidence engaging stakeholders at all levels.


• Proficient in Microsoft Office and comfortable preparing presentations, documents and reports.


• Professional and discreet, with the ability to handle sensitive and confidential information appropriately.

Job Responsibilities

Executive Support

• Partner closely with the CTO to manage a busy calendar, meetings, travel and competing priorities.


• Manage inboxes, meeting requests, correspondence and follow-ups, using sound judgement to prioritise what needs attention.


• Prepare high-quality agendas, presentations, briefing materials, reports and leadership updates.


• Coordinate key meetings, including logistics and note-taking where required, capturing decisions and ensuring agreed actions are followed through.


• Track key deadlines, actions and deliverables, following up as needed to keep work moving and ensure nothing important falls through the cracks.


• Anticipate upcoming requirements, identify potential issues and proactively find practical solutions.


• Act as a key point of contact for internal and external stakeholders, building effective relationships and helping connect people with the right information or support.


• Support strategic projects and research, bringing together relevant information to support decision-making where required.


• Handle sensitive and confidential information professionally and with discretion.


• Manage expenses and executive administration, and support ad hoc projects and priorities as part of a busy and varied role.

Belfast Office

• Take ownership of the smooth day-to-day running of the Belfast office and the employee and visitor experience.


• Manage suppliers, facilities, maintenance, office supplies and related administration.


• Coordinate Belfast meetings, town halls, events and social activities.


• Support new joiners and help create a welcoming onboarding experience.


• Act as the first point of contact for office-related questions and issues.


• Coordinate office compliance requirements, including fire safety arrangements with external providers.


• Continuously identify opportunities to improve office processes and ways of working.

Job Benefits

• Annual Leave: 25 days + bank holidays


• Ability to buy and sell holiday days as well as the ability to bank days (tenure dependent)


• Flexible working options: we are operating a hybrid working model with 3 days a week from the office


• Pension: Hargreaves Lansdown up to 6% matched contribution


• Generous family friendly cover


• Private healthcare - Bupa


• Income protection


• Critical illness cover


• Life insurance cover


• Dental cover


• Optical cover


• Yulife app for access to employee wellbeing and discounts


• Perks at Work, cashback/discount shopping site


• Employee referral scheme


• Salary sacrifice program which includes cycle to work scheme, electric car scheme and season ticket loans


• Company events i.e. Christmas party, all-company event and other social/hosted events during the year (we have an active social committee!)


• Team socials