Personal Assistant

Personal Assistant to Finance Director

Organisation: Charity
Location: Belfast
Reporting To: Finance Director

Working hours: Ideally 9am-5pm 37.5 hours (flexible working with core hours 8am-6pm)

Hybrid working: 3 days office and two days WFH.

Salary: £26,325 to £30,680 (dependant on experience)

Job Overview

The Personal Assistant will provide professional, efficient, confidential, and proactive support to the Finance Director. The role involves managing complex diaries, coordinating meetings and projects, handling communications, producing reports and presentations, and ensuring key strategic objectives are delivered effectively and within agreed timescales.

Key Responsibilities

Executive Support

• Act as the primary point of contact for the Director.
• Screen calls, correspondence, and enquiries, prioritising urgent matters.
• Manage confidential information with discretion and professionalism.
• Draft correspondence and communications on behalf of the Director.
• Ensure timely responses to internal and external enquiries.

Diary & Meeting Management

• Manage and maintain a complex and constantly changing diary.
• Coordinate internal and external meetings.
• Prepare agendas, reports, meeting papers, and presentations.
• Take, distribute, and follow up on meeting minutes and action points.
• Arrange travel, accommodation, and associated logistics as required.

Project Support

• Assist with project planning and administration.
• Document project goals, deliverables, deadlines, and budgets.
• Monitor project progress and provide updates to the Director.
• Support delivery of projects within agreed timescales and budgets.

Communication & Stakeholder Management

• Liaise with senior managers, directors, and external stakeholders.
• Coordinate responses across departments and with external agencies.
• Maintain productive working relationships with key contacts.
• Ensure the Director is fully briefed and prepared for meetings and events.

Administration & Information Management

• Maintain accurate filing systems and records.
• Manage sensitive data in accordance with organisational policies.
• Update and extract information from management information systems.
• Maintain departmental information asset registers and records management processes.

Team Contribution

• Prioritise workload effectively across competing demands.
• Work collaboratively within the PA team.
• Provide support and cover for colleagues when required.
• Contribute positively to organisational effectiveness.

Essential Criteria

Qualifications & Experience

• GCSE English and Mathematics at Grade C or above (or equivalent) and 2 years' experience in a similar role, or 3 years' experience in a similar role.
• Strong working knowledge of Microsoft Office Suite, including:
  • Word
  • Excel
  • PowerPoint
  • Outlook
• Previous diary management experience supporting senior management.

Skills & Competencies

• Excellent organisational and prioritisation skills.
• Strong written and verbal communication skills.
• Ability to manage competing deadlines effectively.
• Sound judgement and decision-making ability.
• Understanding of confidentiality and data protection requirements.
• Ability to work independently and under pressure.

Personal Attributes

• Professional and confident telephone manner.
• Reliable, proactive, and personable.
• Strong attention to detail.
• Flexible and adaptable approach.
• Ability to multitask effectively.

Desirable Criteria

• Educated to A-Level standard.
• ECDL (European Computer Driving Licence) or equivalent.
• 5 years' experience supporting middle or senior management.
• Experience taking minutes.
• Experience drafting formal responses and documentation for senior management.
• Full driving licence and access to a vehicle.