Experienced Executive Assistant

Job Description

Experienced Executive Assistant
Location: Belfast (Ormeau/Castlereagh area)
Schedule: Monday-Friday | Full-time preferred | Flexible start/finish times available

About the Role

A highly respected organisation within the construction and engineering sector is seeking an Experienced Executive Assistant to provide strategic and operational support to senior leadership. This is a key position for someone who brings a mix of executive support, office oversight, and a strong understanding of compliance and administrative functions.

You will work closely with the Managing Director and Finance Director while playing a central role in ensuring smooth day-to-day operations across the business. This is a permanent opportunity offering a dynamic and forward-thinking environment where initiative, organisation, and efficiency are highly valued.

What You'll Be Doing

  • Acting as a direct point of contact and support for the Managing Director and Finance Director, including diary management, document preparation, and internal coordination

  • Ensuring seamless daily office operations, including managing supplies, scheduling meetings, and maintaining office systems

  • Supporting HR administration functions such as recruitment coordination, employee record-keeping, and onboarding

  • Taking ownership of ISO documentation and compliance requirements (ISO 9001, 14001, 45001, 27001), including audit readiness and system maintenance

  • Coordinating documentation and scheduling for the company fleet and ensuring regulatory compliance

  • Managing internal tools and processes using Microsoft 365 - particularly Microsoft Lists, SharePoint, Forms, and Teams - to streamline workflows and improve internal communication

  • Taking minutes at leadership and operational meetings, distributing action items, and following up on delivery

  • Maintaining records and schedules for company equipment, ensuring servicing, calibration, and condition compliance

What We're Looking For

  • Proven experience in an Executive Assistant, Senior Administrator, Office Manager, or similar role

  • Strong working knowledge of Microsoft 365 applications, particularly Lists, SharePoint, Teams, and Excel

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

  • Competence in HR administrative processes and internal record management

  • Ability to manage multiple workstreams and meet deadlines across operational, compliance, and administrative functions

  • Experience taking minutes at senior-level meetings and ensuring action tracking and follow-up

  • A proactive, solutions-focused individual who thrives in a fast-moving, team-oriented setting

What's on Offer

  • Competitive and negotiable salary package

  • Excellent benefits

  • Positive, inclusive workplace culture with scope for development

  • Flexibility in start and finish times to support work-life balance

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.