POSITION: PA / Executive Assistant DEPARTMENT: Directorate REPORTING TO: Chief Executive SALARY: £25,182 - £32,599 (DOE). PURPOSE: To coordinate and deliver a range of administrative support services for the Chief Executive and Senior Management Team. RELATIONSHIPS: Reports directly to the Chief Executive. Provides organisational support, primarily to the Chief Executive, and, as required, to the Senior Management Team, HR Consultant and Board of Directors. Interacts with Visit Belfasts funders, key stakeholders, corporate partners, designated suppliers and all public and private sector stakeholders. DUTIES AND RESPONSIBILITIES: Ensure that the work of the Chief Executives office is organised, supervised and monitored so as to maximise efficiency and effectiveness, including establishing and maintaining an appropriate filing and record system for the Chief Executive and wider organisation, both manually and using appropriate software, archiving company data and ensuring its easy retrieval. Manage the Chief Executives diary. Organise and coordinate meetings and events on behalf of the Chief Executive and Directors, including scheduling appointments, liaising with attendees, booking venues, preparing agendas, minuting meetings, following up on actions. Make travel arrangements and manage the expenses of the Chief Executive, including sourcing and booking flights and accommodation, arranging currency, obtaining visas, preparing travel documents and schedules. Assist the Chief Executive and Directors in the development and maintenance of effective working relationships with key stakeholders. Handle communications on behalf of the Chief Executive: greeting visitors, receiving, prioritising and actioning the Chief Executives telephone calls, mail and emails, redirecting as appropriate and responding confidentially and professionally in a timely manner. Communicate effectively with other Visit Belfast Departments to ensure integrated activity across the organisation, including drafting staff memos and communications to be issued by the Chief Executive and assist in the organisation of staff briefings and events. Support the work of the senior management team by coordinating and attending weekly SMT meetings, drafting and circulating agendas and ensuring actions points are delivered. Work with the Chief Executive and Directors to coordinate the business planning process, ensuring the timely development of plans for approval by Visit Belfasts Board. Coordinate the updating of activity and evaluation schedules to demonstrate progress against KPIs. Coordinate and contribute to the preparation of reports and presentations for the Chief Executive, Directors and the Board, its Committees, key stakeholders and corporate partners. Responsible for ensuring the accurate and timely production of Board agendas and supporting papers for Visit Belfasts Chief Executive, Chairman and Board of Directors, Audit, Finance and HR Committee, Operations Committee and Remuneration Committee. Attendance at Board and Committee meetings, ensuring that Board and Committee decisions are properly recorded and ensuring actions are implemented. Maintenance of tender and procurement documentation and ensuring that records are kept up to date. Administration of the conference subvention scheme, including coordination of, and attendance at, panel meetings, taking accurate minutes and ensuring that decisions are properly recorded, and maintenance and filing of subvention documentation. Working with the Directors and HR Consultant to coordinate personnel administration, including: coordinating recruitment campaigns, setting up and maintaining HR files, induction training for new employees in line with the companys terms and conditions, and minute taking at HR related meetings, as required. Working with the Directors and HR Consultant to develop and implement procedures i.e. sickness and absence records reporting, annual leave recording, training and development and personnel matters in accordance with company policies and procedures. Coordinate facilities management for the Visit Belfast office under the guidance of the Director of Finance. Including day-to-day management of contracts and contributing to the implementation of office policies and procedures. Coordinate the companys Health and Safety Committee under the guidance of the Director of Finance. Assist the Director of Finance to ensure shared areas are maintained and fire safety regulations are implemented, communicated and adhered to. Management of Visit Belfasts meeting rooms, including coordinating the meeting room calendar and ensuring that meetings are appropriately serviced and catered for. Manage and maintain appropriate levels of all office stock. Provide a receptionist service to all visitors and callers to Visit Belfast. Any other duties as required. OTHER: Assistance in the organisation of, and attendance at, Visit Belfast events as required. To undertake, when necessary work out of normal office hours. To carry out all duties with full regard to the Visit Belfasts equal opportunities and fair employment policies. Travel on behalf of Visit Belfast may form part of the job. Essential Criteria Qualifications Minimum 5 GCSEs, or equivalent, at grade C or above, including English and Maths. Desirable Criteria IT qualification i.e. ECDL, RSA/OCR Word processing Stage III and proven experience in the use of all Microsoft applications. Appropriate PA or administration management qualification/s and/or relevant further education qualifications or professional memberships. Relevant Experience Minimum of 3 years experience within a similar role. Experience of diary management, and planning and organising meetings. Proven experience in the use of all Microsoft applications: Word, Excel, Outlook and PowerPoint. Experience of servicing Board meetings and writing accurate minutes. Experience of producing documents, briefing papers, reports and presentations at a high level. Experience of implementing and maintaining filing systems. Experience of making travel arrangements. Desirable Criteria Previous experience of providing administrative support at Chief Executive/Board/Director Level. Office/Facilities management experience. Experience of HR and personnel administration. Experience of administrative duties for procurement exercises. Special Aptitudes Excellent communication and interpersonal skills. Flexibility and ability to work well as part of a team. Good literacy and numeracy skills. Proven ability to work on own initiative on projects. Excellent planning and organisational skills. Good time management skills. Ability to meet deadlines and work under pressure. Circumstances Flexibility and availability to work outside normal office hours as required.