Executive Assistant in Belfast BT1 – Immediate Start with HireNow

Executive Assistant Job Description

HireNow is partnering with a leading professional services firm in Belfast BT1 to find a skilled Executive Assistant to provide comprehensive support to senior leadership. This role is pivotal in ensuring the smooth operation of the executive office, requiring exceptional organisational skills, discretion, and the ability to anticipate needs. The successful candidate will be the right hand to busy executives, managing complex diaries, coordinating high-level meetings, and handling confidential information. This is more than just an administrative role; it's a career-defining opportunity to work at the heart of a dynamic business and make a tangible impact.

As a trusted recruitment agency for employers and a champion for job seekers looking for work, HireNow specialises in connecting top-tier talent with Belfast's most reputable companies. We understand the local market intricacies, from the demands of corporate roles in BT1 to the needs of skilled trades like Bricklayer and Carpenter / Joiner positions across construction sites. For this Executive Assistant role, we are seeking a professional who embodies professionalism and efficiency.

Key Responsibilities & Duties

• Complex Diary & Email Management: Proactively manage and coordinate the diaries of multiple senior executives, scheduling meetings, appointments, and travel with precision. Act as a gatekeeper, screening emails and calls, prioritising urgent matters, and drafting responses.
• Meeting & Event Coordination: Organise and prepare for board meetings, client presentations, and internal strategy sessions. This includes agenda creation, minute-taking, document preparation, room booking, and catering arrangements, ensuring every detail is flawless.
• Confidential Document Preparation: Create, format, and proofread high-quality documents, reports, presentations, and spreadsheets. Handle sensitive financial data and personnel information with the utmost confidentiality and discretion.
• Stakeholder Liaison: Serve as the primary point of contact between the executives and both internal staff (across all departments) and external clients, partners, and suppliers. Communicate professionally and effectively at all levels.
• Project & Travel Support: Provide administrative support for key business projects. Arrange complex national and international travel itineraries, including flights, accommodation, visas, and ground transportation, while managing associated expenses.
• Office Management & Ad-hoc Duties: Ensure the executive office runs efficiently, managing supplies, handling incoming post, and overseeing filing systems (both digital and physical). Anticipate needs and solve problems before they arise.

Essential Skills & Requirements

To be successful in this Belfast-based Executive Assistant role, you will need to demonstrate the following:

• Proven Experience: A minimum of 3-5 years' experience as an Executive Assistant, Personal Assistant, or in a similar senior administrative role, preferably within a corporate, legal, or financial services environment.
• Technical Proficiency: Expert-level skills in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and confidence using video conferencing tools (Zoom, Teams). Experience with CRM or project management software is a strong advantage.
• Exceptional Communication: Outstanding written and verbal communication skills, with the ability to draft correspondence and interact with stakeholders professionally and diplomatically.
• Ultra-Organised & Proactive: Impeccable organisational and time-management skills. You must be a self-starter who can work autonomously, prioritise a heavy workload under pressure, and think several steps ahead.
• Discretion & Integrity: A proven ability to handle highly confidential and sensitive information with complete discretion, trustworthiness, and sound judgement.
• Adaptability & Resilience: The capacity to thrive in a fast-paced, changing environment, remaining calm and solution-focused under pressure. A positive,"can-do" attitude is essential.

Salary, Benefits & How to Apply

This temporary Executive Assistant position offers a highly competitive hourly rate of £14 to £18 per hour, dependent on your relevant experience and qualifications. While the role is initially temporary, there is a genuine potential for it to become a permanent position for an exceptional performer. Through HireNow, you also benefit from weekly pay, a dedicated recruitment consultant, and access to our wider portfolio of roles.