Executive Assistant - Part Time

VanRath; Belfast; On-site; GBP 26,000 - 30,000; Part time

Job summary

A charitable organisation in Belfast is seeking a Part-Time Executive Assistant for 18 hours per week. The successful candidate will coordinate Board meetings, manage the Chief Executive's calendar, and provide administrative support to the Executive Leadership Team. Requirements include NVQ Level 4 or equivalent and a minimum of 3 years in an Office Administrator role. This position offers £26,667 - £29,271 pro rata.

Qualifications

• Minimum of 3 years' experience in an Office Administrator/Clerical role.
• 2 years' experience in a Secretarial or PA role, including at least 1 year as PA to a Director/CEO.
• Experience in taking and producing meeting minutes and preparing professional reports.

Responsibilities

• Coordinate and schedule Board meetings and prepare agendas.
• Maintain organised records of minutes, policies, and governance documents.
• Manage the Chief Executive's calendar and handle communications.

Skills

Microsoft Office proficiency

Administrative coordination

Effective communication

Education

NVQ Level 4 or equivalent

Personal Assistant LCCI Diploma or equivalent

Tools

Microsoft Office Suite

Database systems

Job description

VANRATH are delighted to be assisting our client, a charitable organisation, with the recruitment of an Executive Assistant to join their team based in Belfast.

This is a Part-Time position. 18 hours per week.

Salary

£26,667 - £29,271 (pro rata)

Responsibilities:

• Coordinate and schedule Board and subcommittee meetings, ensuring timely distribution of agendas and materials.
• Prepare and present documents in collaboration with the Chair and Chief Executive.
• Attend meetings, take accurate minutes, and track follow-up actions.
• Serve as the main point of contact for Board members and handle related correspondence.
• Maintain organised records of minutes, policies, and governance documents.
• Manage the Chief Executive's calendar, appointments, and travel arrangements.
• Handle internal and external communications on behalf of the Chief Executive.
• Prepare meeting materials, take notes, and follow up on actions.
• Set up purchase orders and support efficient administrative processes.
• Provide administrative support to the Executive Leadership Team, including meeting coordination, document preparation, minute-taking, and travel logistics.
• Compile reports and papers for Board and subcommittees as needed.

Essential Criteria:

• NVQ Level 4, National Diploma or equivalent in business administration or relevant subject.
• OR Personal Assistant LCCI Diploma or equivalent.
• Minimum of 3 years' experience in an Office Administrator/Clerical role
• OR minimum of 2 years' experience in a Secretarial or PA role, including at least 1 year as PA to a Director/CEO.
• Experience using a range of software packages including Microsoft Office and database systems.
• Experience of taking and producing meeting minutes, preparing letters and reports to a professional standard.
• Proficiency in Microsoft Office Suite and calendar applications.
• Ability to work collaboratively with a wide range of stakeholders, including board members and executives.
• Flexibility to work outside regular hours when required.
• Full driving licence and access to a car.

Desirable Criteria:

• Previous experience working in a non-profit or charitable organisation

For further information on this opportunity, or any other position in Belfast or wider Northern Ireland, please apply via the link or contact Conor Birch in the strictest confidence.