Jobs in Belfast, United Kingdom

Executive Assistant

Location: Remote (UK-based, with occasional travel to offices in Chippenham, Chester, and Plymouth)

Salary: £35,000 – £45,000 (depending on experience)

Contract: Permanent, full-time

Overview

Our client, a global software provider within the healthcare sector, is seeking a highly organised Executive Assistant to provide proactive executive support and ensure smooth day-to-day operations across a remote-first, multi-site organisation.

This is an exciting opportunity to become the operational backbone of a high-performing leadership team, supporting senior executives with complex scheduling, travel, office operations, and process improvements while maintaining confidentiality and driving efficiency.

Responsibilities

• Provide executive support to senior leaders, including complex diary management, meeting coordination, briefings, agendas, minutes, and action tracking.
• Coordinate domestic and international travel arrangements, including visas, itineraries, accommodation, and expenses.
• Manage office operations across a remote-first, multi-site environment, including vendor management, supplies, asset tracking, and facilities liaison.
• Act as the first point of contact for internal and external stakeholders, ensuring timely, professional communications.
• Plan and deliver internal events such as leadership offsites, town halls, training sessions, and engagement activities.
• Support people processes in partnership with HR/People Operations, including onboarding and offboarding.
• Maintain accurate records, contracts, policies, and documentation in line with compliance standards (e.g., GDPR).
• Manage vendors, raise purchase orders, track renewals, negotiate terms, and monitor service levels.
• Track and report on budgets and expenses, preparing monthly summaries.
• Drive small-scale operational projects, coordinating stakeholders and ensuring delivery within agreed timelines.
• Support sales and client-facing activities when required, including scheduling and bid support.
• Promote adoption of Microsoft 365 tools, ensuring consistent and structured data management.

Requirements

• 3–5+ years’ experience as an Executive Assistant, Personal Assistant, Office Manager, or Operations Coordinator supporting senior leaders.
• Proven success managing complex diaries, meetings, and travel.
• Experience managing operations for remote or multi-site teams.
• Strong communication skills with the ability to liaise effectively at all levels.
• Demonstrated ability to manage confidential information with discretion.
• Experience with budget tracking, expenses, and basic financial administration.
• Highly organised with exceptional prioritisation and time management skills.
• Advanced Microsoft 365 skills (Outlook, Teams, SharePoint, OneDrive, Word, PowerPoint; Excel for reporting).
• Strong attention to detail and a continuous improvement mindset.

Desirable (not essential):

• PowerBI skills (dashboards and reporting).
• Jira and Confluence experience.
• Project coordination experience.
• Relevant certifications (e.g., ILM/CIPD Level 3+, Business Administration, Prince2 Foundation, GDPR/Information Governance).

Benefits

• Competitive salary (£35,000 – £45,000).
• 25 days annual leave + bank holidays + 5 personal days.
• Lifestyle reward allowance (£325 per annum, pro rata).
• Flexible, remote-first working with occasional office visits.
• Inclusive and supportive working environment with a strong focus on diversity and equity.

Application Process

The recruitment process may include interviews, a written assessment, an assessment day, and/or a presentation.

Our client is an equal opportunities employer and welcomes applications from candidates of all backgrounds. Adjustments and additional support during the recruitment process can be provided upon request.