Executive Assistant to two Senior Execs

Paragon Personnel Ltd; Belfast City District; On-site; GBP 24,000 - 32,000; Full time

Job summary

Paragon Personnel Ltd. seeks a Senior Administrative Assistant to support a rapidly growing team and senior leaders. You will manage diaries, travel, and meetings; coordinate events and cross-team activities; and assist with office operations during expansion.

Key duties include preparing agendas, minutes, reports, and senior leadership communications while maintaining confidentiality and delivering high-quality support across departments.

Qualifications

• Experience as a Senior Administrative Assistant supporting a rapidly growing team or business with senior executives.
• Flexible, adaptable and proactive; can anticipate, identify and resolve issues amid changing priorities.
• Excellent organisational skills; able to prioritise, multitask and work under pressure with minimal supervision.
• Strong verbal and written communication; effective across teams and seniority levels.
• Ability to obtain information quickly and prepare senior leadership communications.
• Discretion and ability to handle confidential information.
• Proficient in calendar management for multiple leaders and Microsoft 365 apps.

Responsibilities

• Relieves management of administrative details; diary management and travel scheduling.
• Schedules team meetings; prepares agendas and takes minutes.
• Monitors multiple projects and competing priorities to ensure timely delivery.
• Plans and coordinates events, e.g. internal town halls, visits, transport and venue bookings.
• Coordinates with other EAs across locations; supports general office management during expansion.
• Supports project activities, tracks actions, gathers information, prepares reports and presents data.

Skills

Calendar management

Microsoft 365

Team coordination

Communication skills

Executive support

Tools

Ariba

eRequest

Concur

Recognition Tool

Workday

Teams

SharePoint

PowerPoint

Job description

Job Description:

Relieves management of administrative details; diary management, travel scheduling. Scheduling of team meetings for the wider group- prepare agendas and minute taking Manages multiple projects, activities and competing priorities to ensure timely delivery of objectives Plans and coordinates events, for example internal team town halls, hosting visits, transport and venue bookings Co-ordinates with other EAs in other locations as required Assist with general office management, during period of rapid expansion of the team Supports project activities, including tracking actions, gathering information, preparing reports and presenting data.

What we are looking for:

Experience as a Senior Administrative Assistant or comparable level of experience supporting a rapidly growing team or business undergoing organisational change whilst interacting with senior level executives. Flexible, adaptable and proactive, with the ability to anticipate, identify and resolve issues while responding to changing priorities. Excellent organisational skills with the ability to prioritise, manage multiple tasks simultaneously, and work effectively under pressure with minimal supervision. Strong verbal and written communication, listening and relationship-building skills, with the ability to work effectively across teams, functions and seniority levels. Ability to obtain information in a timely and efficient manner. Ability to prepare senior leadership communications, presentations and briefing materials Discretion and the ability to maintain and manage confidential information. Proficiency in calendar management for multiple leaders Proficient in Microsoft 365 applications, including Teams, SharePoint, and PowerPoint.

Desired Skills

Demonstrated ability to quickly learn new processes, systems, and ways of working with minimal onboarding. Experience with various systems such as Ariba, eRequest, Concur, Recognition Tool and Workday Proficiency in internal technology ordering systems Recent work experience with detailed accomplishment examples and proven ability to take the initiative. Experience planning and coordinating both in-person and virtual events, including senior executive visits and leadership meetings.

Ability to prepare senior leadership communications, presentations and briefing materials