Executive Assistant (EA)

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.

I contacted Vanrath after being laid off by my previous employer and had the pleasure of speaking with Jordan Burns. Jordan was fantastic to deal with. He found me the perfect role that matched my skill set and experience and within a day or two had an interview lined up. Within the same week I was made a job offer which I happily accepted. So thankful that I contacted Vanrath and got speaking with Jordan. Couldn't have asked for a quicker and more professional service.

From sending my CV to being placed in the role Chanel was great. At every stage I was well informed on every aspect of the application process. Very friendly and professional service. Would use Vanrath again with no issues

I recently worked with Chanel Gillen to fill a vacancy in my finance department. Chanel was a joy to work with and we filled our vacancy within a week. I would have no hesitation in recommending both Chanel and Van Rath for your finance recruitment needs.

​We recognise the importance of social responsibility and giving back which is why we continue to support the Northern Ireland Children's Hospice through internal fundraisers, charity events and unique initiatives. At the beginning of our partnership, VANRATH became the founding members of the 'Time to Care' programme which funds the salary of a Senior Staff Nurse and creates the opportunity for up to 30 businesses in Northern Ireland to show their support