Personal Assistant

Job Description

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.

VANRATH and specifically Sean were an incredible help in finding me my new position. Within a day or two of uploading my CV to the platform, Sean was already on the phone looking to get to know me and my interests and motivations better. This consideration was then carried through to their job searches and reflected in the opportunities they then offered to me. I felt that he understood what it was I wanted from my career and cared enough to guide me with respect to that, even if it meant not necessarily jumping at the first opportunity that arose. This was hugely appreciated by me as I was keen to make the right decision and was so grateful to have a patient, supportive and informed advisor on my side.

Vanrath Recruitment were superb in their service. I found the team's assistance highly engaging on both a professional and personal level. I was always kept up to date with the latest progress on my application and felt very well looked after with my genuine career interests taken care of. Robbie Lemon was personable and professional in helping me secure a temporary role that suited my outlook and making the transition into the UK financial world a good one based on my experience from abroad.