Executive Assistant

Job Description

VANRATH are delighted to partner with a highly regarded Professional Services / Legal organisation to appoint an Executive Assistant.

This opportunity is based in the firm's Belfast City Centre office.

The role is a full-time, permanent post (Monday-Friday). Flexible working is available, with the option to move to a hybrid pattern of 3 office days and 2 home days once probation (6 months) has been successfully completed.

Salary & Benefits

  • £29,000 - £33,000 (depending on skills and experience)

  • Private Health Insurance

  • 25 days annual leave + 13 statutory days

  • 10% employer pension contribution

  • Life Cover

  • Income Protection

  • Salary Sacrifice Schemes (Cycle to Work, Tech Scheme etc.)

  • Corporate discounts through partner organisations

  • Health & Wellbeing initiatives including annual staff events

Key Responsibilities

  • Deliver high-level administrative support to the Head of Professional Conduct.

  • Effectively coordinate a complex diary and schedule, using judgement and discretion.

  • Act as first point of contact for correspondence and incoming enquiries.

  • Provide assistance with sensitive projects, including preparing presentations, reports, and analysis.

  • Oversee Committee administration: agendas, minutes, logistics, expenses, and action tracking.

  • Maintain and improve both digital and hard-copy filing and records systems.

  • Organise and document internal/external meetings with senior stakeholders.

  • Arrange business travel and process expenses on behalf of senior leadership.

  • Update and manage information using the CRM system.

  • Monitor departmental and personal email inboxes, prioritising tasks as required.

  • Support compliance activities, including ISO 9001:2015 standards and GDPR requirements.

The Ideal Candidate

  • 3-5+ years' experience as a Personal Assistant or senior-level administrator, ideally supporting senior leaders within professional, legal, or corporate environments.

  • Strong organisational skills with proven ability to manage sensitive and confidential information.

  • Confident in using virtual meeting platforms such as MS Teams, Zoom, and GoToWebinar.

  • Experienced in supporting projects, preparing high-quality documents, and managing deadlines.

  • Skilled in document preparation - producing agendas, briefing papers, and committee packs to a high standard.

  • Strong communication skills, with experience managing correspondence and ensuring follow-up.

  • Familiarity with CRM systems (e.g. Microsoft Dynamics) for data management and reporting.

  • Strong IT literacy, with advanced knowledge of MS Word, Excel, Outlook, and PowerPoint.

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 via VANRATH.