Executive Assistant Office Manager

Reward

Belfast City District

Hybrid

GBP 40,000 - 65,000

Full time

14 days+

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Benefits offered by this job

25 days annual leave + bank holidays

Hybrid working: Mon–Thu in Belfast,Fri

Pension: up to 6% matched

Wellbeing and employee discounts

Company-wide events

Job summary

Reward in Belfast is seeking an Executive Assistant to our CTO / Office Manager. You’ll be at the heart of the Belfast office, owning the diary, coordinating meetings, travel and office operations.

This role blends executive support with workplace management, requiring proactive, discreet, highly organized professionals who thrive in a fast-paced tech environment.

Qualifications

Proven experience as an Executive Assistant supporting a senior leader, alongside some experience in office, facilities or workplace management.
Excellent organisational, multitasking and time-management skills.
Strong attention to detail.
Ability to manage competing priorities and work at pace.
Excellent written and verbal communication skills.
Confidence working with stakeholders at all levels.
Strong Microsoft Office skills, including preparing presentations, documents and reports.
Ability to handle sensitive and confidential information with discretion.

Responsibilities

Own a busy calendar, coordinating meetings, travel and competing priorities.
Manage inboxes, meeting requests, correspondence and follow-ups.
Prepare agendas, presentations, briefing materials, reports and leadership updates.
Coordinate key meetings, including logistics, note-taking and action tracking.
Keep on top of deadlines, actions and deliverables — making sure nothing falls through the cracks.
Anticipate what’s coming and proactively solve problems before they become problems.
Build strong relationships with internal and external stakeholders.
Support strategic projects, research and ad hoc priorities.
Handle sensitive and confidential information with professionalism and discretion.
Manage expenses and executive administration.

Skills

Executive Assistant experience

Office/Facilities management

Microsoft Office

Communication skills

Discretion and confidentiality

Job description

Executive Assistant to CTO / Office Manager Belfast | Hybrid

Monday–Thursday in our Belfast office | Friday working from home

Are you the kind of person who makes things happen?

Naturally organised, brilliantly proactive and someone who brings energy wherever you go?

We’re looking for an Executive Assistant to our CTO / Office Manager to join our Belfast team and this is definitely not your typical EA role.

You’ll be at the heart of our Belfast office, reporting into the CTO and working closely with Belfast Site Leadership team while also taking ownership of the day-to-day office experience.

We’re looking for someone with a big personality, a positive attitude and a real people-first approach. Someone who is confident walking into a room, building relationships, spotting what needs to be done and simply getting on with it.

If you’re the person who is always one step ahead, loves being busy, enjoys working with senior leaders and gets genuine satisfaction from creating a brilliant experience for others, this could be the role for you.

What will you be doing?

Supporting our CTO

You’ll be a trusted partner to our CTO, helping them stay organised, focused and operating at their best.

You’ll:

Own a busy calendar, coordinating meetings, travel and competing priorities.
Manage inboxes, meeting requests, correspondence and follow-ups.
Prepare agendas, presentations, briefing materials, reports and leadership updates.
Coordinate key meetings, including logistics, note-taking and action tracking.
Keep on top of deadlines, actions and deliverables — making sure nothing falls through the cracks.
Anticipate what’s coming and proactively solve problems before they become problems.
Build strong relationships with internal and external stakeholders.
Support strategic projects, research and ad hoc priorities.
Handle sensitive and confidential information with professionalism and discretion.
Manage expenses and executive administration.

Making our Belfast office brilliant

You’ll also take ownership of the day-to-day running of our Belfast office and, importantly, the experience of the people who work there.

You’ll:

Make sure the office runs smoothly, efficiently and feels welcoming.
Manage suppliers, facilities, maintenance and office supplies.
Coordinate meetings, town halls, events and social activities.
Help create a fantastic experience for new starters joining the Belfast team.
Be the go-to person for office-related questions and issues.
Coordinate office compliance requirements, including fire safety arrangements with external providers.
Spot opportunities to improve how we work and make things better.
Help create an office environment where people actually want to be.

What we’re looking for

We’re looking for more than someone who can manage a diary.

We want someone who is:

Naturally warm and engaging – you enjoy people and people enjoy working with you.

Proactive – you don’t wait to be asked. You spot what needs doing and get ahead of it.

Highly organised – you can juggle multiple priorities without losing sight of the detail.

A problem solver – when something goes wrong, your instinct is to find a solution.

A brilliant communicator – confident communicating with everyone from colleagues to senior executives and external partners.

Discreet and trustworthy – you’ll be dealing with confidential information and need excellent judgement.

Positive and energetic – you bring enthusiasm to what you do and help create a great environment around you.

Always looking for better ways – you’re not afraid to ask, “Could we do this differently?”

Your experience

You’ll ideally have:

Proven experience as an Executive Assistant supporting a senior leader, alongside some experience in office, facilities or workplace management.
Excellent organisational, multitasking and time-management skills.
Strong attention to detail.
The ability to manage competing priorities and work at pace.
Excellent written and verbal communication skills.
Confidence working with stakeholders at all levels.
Strong Microsoft Office skills, including preparing presentations, documents and reports.
The ability to handle sensitive and confidential information with discretion.

This is a role with visibility, variety and autonomy.

You’ll work closely with our CTO and senior leadership team while playing a key role in the experience of our Belfast Technology, Delivery and Operations teams.

You’ll have the opportunity to:

Build relationships across the business.
Have real ownership over the Belfast office experience.
Work closely with senior leaders.
Make an immediate and tangible impact.
Improve processes and ways of working.
Be part of a growing, ambitious technology business.
Bring your personality to work every day.

And if you're someone who loves being at the centre of things, this is a role where you'll never be bored!

25 days annual leave + bank holidays
Ability to buy and sell holiday days, plus bank days depending on tenure
Hybrid working: Monday–Thursday in our Belfast office, Friday working from home
Pension: up to 6% matched contribution via Hargreaves Lansdown
Generous family-friendly benefits
Income protection
Critical illness cover
Life insurance
Optical cover
YuLife wellbeing and employee discounts
Perks at Work cashback and discounts
Salary sacrifice programme, including cycle-to-work, electric car scheme and season ticket loans
Company-wide events, including our Christmas party and all-company events
An active social committee and regular team socials