Executive Assistant

Executive Assistant (Maternity Cover)

My specialist client based in Lisburn, are currently seeking an experienced Executive Assistant to join their team to cover Maternity.

This is a Full-Time, Maternity Contract.

Working hours: Monday - Thursday 8.30am - 5pm and Friday 8.30am - 4pm

Salary: £32,000 - £35,000

Job Role:

Reporting to the Chief Executive Officer, you will be responsible for managing schedules, coordinate meetings, handle confidential information, prepare reports and presentations, and act as a liaison between executives, employees, clients, and external stakeholders.

Essential Criteria:

• Previous experience in Executive support, administration or office management
• Experience supporting senior executives and/or leadership teams
• Experience managing complex schedules and multiple priorities
• Understanding of business operations and corporate governance
• Minute-taking and report writing skills
• IT proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Canva and Outlook) - with familiarity with collaboration tools such as Microsoft Teams and/or Zoom
• Excellent communication skills both written and verbal - with the ability to communicate with stakeholders at all levels
• Strong organisation, time management and planning skills and good attention to detail
• Ability to work on your own initiative as well as part of a team
• Ability to manage and prioritise a busy workload while adhering to deadlines

Main Duties and Responsibilities:

• Manage C-Suite calendars, appointments, and travel arrangements
• Organise meetings and events
• Prepare agendas, meeting materials, and minutes of meetings
• Screen and prioritise correspondence, emails, and phone calls
• The primary point of contact for internal and external stakeholders
• Draft, edit, and proof-read correspondence, reports, and presentations
• Coordinate communication between departments and C-Suite
• Track deadlines and follow up on action items
• Assist with special projects and strategic initiatives
• Maintain filing systems and confidential records
• Monitor office supplies
• Arrange travel for C-Suite and Board
• Prepare travel itineraries and expense reports
• Coordinate executive events, board meetings, and corporate functions
• Handle sensitive information with discretion
• Maintain confidentiality regarding business operations, personnel matters, and executive decisions