Executive Assistant - Top Employer

Job Description

VANRATH are partnering with a reputable construction and infrastructure firm to recruit an experienced Executive Assistant. This is a unique opportunity for a professional who thrives in a fast-paced and highly collaborative business environment.

This role is offered on a full-time, permanent basis, Monday to Friday. Flexible start/finish times are available to suit your needs.

The position is located in the organisation's modern Belfast office (near the Ormeau and Castlereagh area) and will suit someone looking for a busy and varied role with real impact.

Package & Perks

  • Competitive salary (DOE)

  • Permanent

  • Great company culture and working environment

  • Flexibility around working hours

  • Free parking + other benefits

  • Long-term development opportunities

Position Overview

The successful candidate will support the Managing Director and wider senior leadership team by providing high-level executive and administrative assistance. You'll also take ownership of day-to-day office operations and play an active role in maintaining compliance and supporting HR functions.

Key Responsibilities:

  • Providing direct executive assistance to senior management, including the MD and Financial Director

  • Coordinating calendars, appointments, meetings, and travel arrangements

  • Ensuring the smooth day-to-day running of the office and supporting internal operations

  • Managing company vehicle records and service documentation

  • Assisting with administrative elements of HR, such as employee documentation and recruitment coordination

  • Maintaining ISO standards across several areas (9001, 14001, 45001, 27001) and supporting audit readiness

  • Implementing and improving internal processes using Microsoft 365 tools like SharePoint, Lists, Forms, and Excel

  • Handling confidential data with precision and ensuring integrity across key databases

  • Supporting internal meetings by taking accurate notes and tracking follow-up actions

  • Monitoring and logging technical equipment use, maintenance schedules, and compliance documentation

What You'll Bring

We're looking for someone highly organised and confident in supporting senior leadership, with a background in administration, operations, or compliance.

Essential Criteria:

  • Strong administrative experience within a similar role (e.g. EA, Office Manager, PA, Senior Administrator)

  • Skilled in Microsoft 365 tools - particularly Excel, SharePoint, and Microsoft Lists

  • Familiarity with ISO processes and frameworks (9001, 14001, 45001, 27001)

  • HR administrative experience, ideally including onboarding and record-keeping

  • Proven ability to manage multiple responsibilities and deadlines effectively

  • Experience attending senior meetings and producing clear, actionable minutes

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.