Executive Assistant

VANRATH are excited to be working alongside a leading Organisation with a prestigious reputation in the construction industry for the recruitment of an Executive Assistant.

This is a Monday - Friday Permanent position - there are flexible start and finish time available with this position if required but full-time is preferred.

This role will be based in the company's Belfast office (Between Ormeau and Castlereagh)

The successful individual will report to the MD, and there will be Office Manager duties too. This individual will work in a fantastic working environment, in a really enjoyable position.

Salary

Fully Negotiable + Fantastic Benefits & A Great Place to Work

The Role

This key role supports the CEO and Finance Director while overseeing a broad range of operational, administrative, some aspects of HR, and Compliance functions. The successful candidate will bring strong experience with Microsoft 365 tools (especially Microsoft Lists and Excel), ISO management systems (9001, 14001, 45001, 27001), and HR processes. You will be confident leading change, driving efficiencies, and contributing to a dynamic work environment.

• Providing administrative, secretarial and general support to the CEO and Finance Director
• Oversee smooth running of office operations
• Managing diaries and scheduling meetings and appointments, taking minutes as needed
• Manage company fleet vehicle documentation
• Support aspects of HR administration
• Maintain ISO management systems (ISO 9001, 14001, 45001, 27001), ensuring readiness foraudits and continual compliance.
• Champion quality and process improvements across departments.
• Expert use of Microsoft 365 tools, especially Microsoft Lists, Forms, SharePoint, and Teams to improve efficiency and automate workflows.
• Manage multiple internal databases, ensuring data integrity and security in line with ISO and information governance standards.
• Attend leadership and management meetings; take clear, concise minutes and track follow-up actions to completion
• Responsible for logging, tracking, and managing all equipment issued to inspectors, ensuring items are maintained in good condition, regularly calibrated, and compliant with relevant standards. Maintain accurate records of usage, servicing, and calibration schedules.

The Ideal Person

• Experience in a similar role (Background could be - Executive Assistant / Office Manager / Operations Manager / Personal Assistant / Senior Administrator (or similar)
• Strong working knowledge of Microsoft 365 suite, particularly Microsoft Lists, Forms, SharePoint, Excel and Teams.
• Significant experience with ISO 9001, 14001, 45001, and 27001 frameworks.
• HR administration experience including recruitment, employee lifecycle support, and maintaining HR records.
• Skilled in managing multiple projects, priorities, and stakeholders simultaneously.
• Experience attending and minuting management meetings

For further information on this vacancy, or any other job in Belfast or wider Northern Ireland, please apply via the link below or contact Jack Groves in the strictest confidence.

My experience with Vanrath was nothing short of superb! Ethan Boylan was efficient, courteous and extremely capable in his dealings with me. The whole journey from application to employment was delivered in a timely and professional manner. I can highly recommend Vanrath and in particular, Ethan Boylan for anyone currently seeking employment.

I had the pleasure of working with Tom, and I can confidently say he is an exceptional recruiter. Tom's dedication and expertise in matching candidates with the right opportunities stood out throughout the entire process. His communication was clear, timely, and he demonstrated a genuine interest in understanding my career goals. Thanks to Tom's efforts, I landed a fantastic job that aligns perfectly with my skills and aspirations. I highly recommend Tom to anyone seeking a professional, reliable, and results-driven recruiter.

Conor at Vanrath was very helpful and supportive in securing a new job. The funding for my previous job was becoming less secure and Conor helped me make the leap into a new permanent role. It was a quick process and a bit of luck with timing. I have spoke to other staff and Vanrath and have always found them helpful as well.

Brilliant organisation. Chris Haddock is a true gentleman and a pleasure to work with. Anything he said he would do, he did it and more. Would recommend to anyone.