Personal Assistant

Job Description

VANRATH are delighted to be assisting a Major N.I Client with the Recruitment of a Senior Personal Assistant to join a growing and dynamic firm based in Belfast.

Salary - Fully Negotiable Depending on Experience

Hours - Mon-Fri - 09:00 - 17:00

Location: Belfast, Northern Ireland
Reports To: Managing Director (MD)

Role Summary

We are seeking a highly capable, experienced and discreet Executive Assistant to support the MD in all aspects of his role. This is a newly created position and will be central to increasing the MD's capacity to focus on strategic priorities.

The successful candidate will bring excellent organisational, communication and problem-solving skills, and will thrive in a fast-paced, high-expectation environment.

As this is a newly created position, there will be an opportunity to shape the role in line with the evolving needs of the MD and the division

Key Responsibilities

  • Managing a busy and constantly changing diary and inbox, including scheduling meetings, prioritising emails, and tracking follow-ups
  • Coordinating all aspects of UK and international travel, including booking flights, accommodation, transport, and preparing itineraries and documentation
  • Preparing and formatting meeting packs, agendas, and follow-up notes; chasing inputs from directors and stakeholders where required
  • Supporting the MD with day-to-day administrative tasks such as document handling, expenses, and logistics
  • Regularly inputting and updating financial and KPI data into Excel-based templates with a high degree of accuracy
  • Handling confidential and sensitive information with discretion and professionalism
  • Providing occasional assistance in the coordination of corporate hospitality and internal events (e.g. away days, summits)
  • Acting as a reliable point of contact between the MD and internal/external stakeholders, maintaining a high standard of communication

Candidate Profile

Experience & Skills

  • Minimum 3 years in a Personal Assistant, Team Administrator, or senior support role
  • Proven experience managing diaries, inboxes, and travel arrangements for senior leaders
  • Confident working with Microsoft Office, especially Outlook and Excel (basic formulas, data entry, formatting)
  • Strong organisational and time management skills
  • Clear and professional communication (written and verbal)
  • Comfortable handling confidential or sensitive information

Personal Attributes

  • Organised, calm, and dependable under pressure
  • Discreet, loyal, and emotionally mature
  • Strong attention to detail and follow-through
  • Comfortable in a high-trust support role
  • Proactive in keeping tasks moving and anticipating needs
  • Professional but personable in dealing with a wide range of stakeholders

This is a unique opportunity to work closely with the Managing Director of a diverse and growing group of companies. The role offers the chance to make a meaningful impact by helping to streamline day-to-day operations and support strategic priorities across the division.

Desirable Qualifications:

  • Professional Certification: Secretarial or Administrative Assistant certification is a plus.
  • Languages: Knowledge of additional languages would be an asset, but not required.
  • Business Acumen: Strong interest in business development, with the ability to quickly understand new markets and opportunities.

For more information on this role please apply and we will contact you confidentially

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