Executive Assistant - City Deals & Special Project Office
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Executive Assistant - City Deals & Special Project Office
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This range is provided by Ulster University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range
Role: Executive Assistant
Department: City Deals & Special Project Office
Responsible to: Project Officer
Campus: Belfast
(Permanent / Full-Time)
Closing date: 1st July 2025 at 23:30
Reference number: 036427
- ABOUT US -
We are a university with a national and international reputation for excellence, innovation, and regional engagement, making a major contribution to the economic, social, and cultural development of Northern Ireland. Our core business activities are teaching and learning, widening access to education, research and innovation and technology and knowledge transfer.
- THE ROLE -
To play a key role in supporting the successful delivery of the City Deals and Special Projects Office (CD&SPO) portfolio of transformative capital projects by providing proactive and comprehensive administrative assistance to the CD&SPO team. To operate at the centre of a dynamic team, working in close partnership with senior colleagues, project teams, and external stakeholders. Your ability to anticipate needs, manage competing priorities, and support the delivery of core team functions will help keep projects on track, information flowing, and operations running smoothly. This role is an opportunity to contribute to ambitious initiatives that are a key part of the University's future and thereby making a real difference to students, staff, and the wider community.
- ABOUT YOU -
- A high standard of numeracy and literacy evidenced by qualification (GCSE Maths & English at Grade C or equivalent) or work-related activities.
- Demonstrable skills and experience in an Executive Assistant/Personal Assistant role providing administrative support to a senior manager at a senior level within a large organisation, which includes exercising discretion when dealing with highly sensitive and confidential matters and to ensure that all relevant papers and documents are available as required.
- Experience of organising, diarising/arranging and servicing meetings in a work environment, including preparing agendas and taking formal minutes, notes and following up on action points.
- Proficient (i.e. good to advanced/expert user standard) of utilising Adobe Acrobat software and the full suite of Microsoft 365 (formerly Office) applications/services (including Word, Outlook, PowerPoint, Excel, Teams, OneDrive and SharePoint) for tasks such as preparation of correspondence, reports, papers, presentations and spreadsheets, and the management and storage of electronic files.
- Experience of planning, prioritising and working independently (without direct supervision), including to support the timely completion of tasks by others. Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.
- Experience of providing administrative support to teams or groups, working in a project delivery environment.
- Experience of working with finances (budgets, costs and expenditure, etc.) and associated reporting of the same.
- Experience of organising events and coordinating the associated arrangements to ensure activities/events are administered efficiently.
Ulster University holds a Silver Athena SWAN Award in recognition of our commitment to advancing Gender equality. You can read more about what this means on our University website. The University has a range of initiatives to support a family friendly working environment, including flexible working.
The University is an equal opportunities employer and welcomes applicants from all sections of the community, particularly from those with disabilities. Appointment will be made on merit.
Seniority level
* Seniority level
Associate
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Education
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