Executive Assistant (South/East Belfast) - Top Employer

VanRath; Belfast; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading organization in the construction industry is seeking an Executive Assistant to support the MD and oversee office operations in Belfast. This full-time role offers flexible hours, a rewarding environment, and requires strong experience with Microsoft 365 tools and ISO management systems.

Qualifications

• Experience in a similar role (Executive Assistant, Office Manager, etc.).
• Strong knowledge of Microsoft 365 suite.
• Significant experience with ISO 9001, 14001, 45001, and 27001.

Responsibilities

• Providing administrative support to CEO and Finance Director.
• Overseeing office operations and managing diaries.
• Maintaining ISO management systems and ensuring compliance.

Skills

Microsoft 365

ISO management systems

HR administration

Project management

Job description

VANRATH is excited to be working alongside a leading organization with a prestigious reputation in the construction industry to recruit an Executive Assistant.

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

The role will be 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 a rewarding role.

Salary

Fully negotiable, with excellent benefits and a great place to work.

The Role

This key role supports the CEO and Finance Director, overseeing a broad range of operational, administrative, HR, and compliance functions. The ideal candidate will have strong experience with Microsoft 365 tools (especially Microsoft Lists and Excel), ISO management systems (9001, 14001, 45001, 27001), and HR processes. You should be confident in leading change, driving efficiencies, and contributing to a dynamic work environment.

• Providing administrative, secretarial, and general support to the CEO and Finance Director.
• Overseeing the smooth running of office operations.
• Managing diaries, scheduling meetings, and taking minutes as needed.
• Managing company fleet vehicle documentation.
• Supporting aspects of HR administration.
• Maintaining ISO management systems (ISO 9001, 14001, 45001, 27001), ensuring readiness for audits and ongoing compliance.
• Championing quality and process improvements across departments.
• Using Microsoft 365 tools (Microsoft Lists, Forms, SharePoint, Teams) to improve efficiency and automate workflows.
• Managing multiple internal databases, ensuring data integrity and security in line with ISO standards and information governance.
• Attending leadership and management meetings; taking clear minutes and tracking follow-up actions.
• Logging, tracking, and managing all equipment issued to inspectors, maintaining records of usage, calibration, and servicing.

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.
• Significant experience with ISO 9001, 14001, 45001, and 27001 frameworks.
• HR administration experience, including recruitment and employee record management.
• Ability to manage multiple projects and stakeholders simultaneously.
• Experience attending and minuting management meetings.

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