Executive Assistant to two Senior Execs - Belfast

Paragon Personnel Ltd; Belfast City District; On-site; GBP 26,000 - 34,000; Full time

Job summary

Paragon Personnel Ltd in Belfast, United Kingdom seeks a Senior Administrative Assistant to support senior leaders and a growing team. You will manage diaries, schedule travel, coordinate team meetings, prepare agendas and minutes, and assist with office operations during expansion.

The role requires strong organizational and communication skills, experience with MS 365 tools, and the ability to handle multiple priorities with discretion and professionalism.

Qualifications

• Experience as a Senior Administrative Assistant or comparable level supporting a rapidly growing team.
• Flexible, adaptable and proactive with ability to anticipate and resolve issues.
• Excellent organisational skills with the ability to prioritise and work under pressure.
• Strong verbal and written communication across teams and seniority levels.
• Ability to manage calendars for multiple leaders and coordinate events.

Responsibilities

• Relieves management of administrative details; diary management and travel scheduling.
• Schedules team meetings, prepares agendas and takes minutes.
• Manages multiple projects and priorities to ensure timely delivery of objectives.
• Plans and coordinates events, internal town halls, visits, transport and venue bookings.
• Coordinates with EAs in other locations as required.
• Assists with general office management during rapid team expansion.
• Supports project activities, tracks actions, and prepares reports.

Skills

Diary management

Calendar management

Travel scheduling

Event planning

Executive support

Communication

Microsoft 365

Teams

SharePoint

PowerPoint

Minute taking

Organisational skills

Tools

Ariba

eRequest

Concur

Workday

Recognition Tool

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