Executive Assistant

Job Description

Belfast | Permanent | Flexible Start/Finish | Excellent Benefits

VANRATH are delighted to be assisting a highly regarded construction and engineering organisation with the recruitment of a new Executive Assistant to join their Belfast-based team. This is a fantastic opportunity for an experienced professional to take on a varied and rewarding role supporting company leadership.

This is a Monday to Friday, full-time, permanent role, with flexibility on start and finish times to support work-life balance.

The successful applicant will provide support to the senior leadership team and contribute to the overall management of office functions, working in a collaborative and dynamic environment.

Salary & Benefits

  • Competitive salary (negotiable based on experience)

  • Bonus and enhanced benefits

  • Flexible/hybrid working options

  • Onsite parking

  • Supportive and inclusive culture

About the Role

This is a vital role within the organisation, offering a balance of executive support and operational oversight. You'll act as a right-hand to senior management while also helping drive efficiency across various support functions, including admin, compliance, HR, and systems.

Key responsibilities will include:

  • Delivering high-level support to the MD and Finance Director

  • Managing calendars, meetings, and confidential correspondence

  • Supporting general office coordination and day-to-day administration

  • Maintaining and updating internal documents and fleet/vehicle records

  • Assisting with HR support including recruitment admin, on-boarding, and personnel records

  • Coordinating ISO processes (9001, 14001, 45001, 27001) and preparing for audits

  • Leading internal process improvements and documentation updates

  • Using Microsoft 365 tools (Lists, Excel, SharePoint, Forms, Teams) to streamline workflows and manage data

  • Tracking and maintaining inspection equipment, including servicing and calibration logs

  • Attending leadership meetings, taking detailed minutes, and ensuring follow-up actions are completed

What We're Looking For

We're seeking someone with strong administrative expertise and experience supporting senior leaders. You'll be organised, tech-savvy, and able to take initiative in a fast-paced business environment.

The ideal candidate will have:

  • Background in a similar role (Executive Assistant, Office Manager, Senior Administrator, or PA)

  • Strong proficiency with Microsoft 365 - especially Excel, SharePoint, and Microsoft Lists

  • Experience maintaining or coordinating ISO systems

  • Previous involvement in HR administration or people operations

  • Excellent communication and stakeholder engagement skills

  • Ability to manage multiple tasks and prioritise effectively

  • Strong attention to detail and high levels of confidentiality

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.