Personal Assistant to MD / Belfast

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

''I would highly recommend VANRATH who I found to be thoroughly helpful, informative and efficient from first point of contact. Within a week of sending my CV I had interviewed and received an offer for a new role''

''Very pleased with the service provided and extremely appreciative to VANRATH, who I'd highly recommend.''

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''I was contacted by VANRATH in regards to a job I had applied for. They were extremely helpful and gave me a number of positions to apply for. They had interviews set up in a number of hours and I secured a position within days. They kept we well informed throughout the process and has continued to touch base after I have started my new role. Couldn't recommend enough.''

''Had a great experience with Vanrath. Being new to Northern Ireland, they made me feel very welcome. The team provided lots of tips and support for job opportunities. Would thoroughly recommend the Vanrath team!''

''I was contacted by VANRATH in regards to a job I had applied for. They were extremely helpful and gave me a number of positions to apply for. They had interviews set up in a number of hours and I secured a position within days. They kept we well informed throughout the process and has continued to touch base after I have started my new role. Couldn't recommend enough.''