Who we are: Roof Window Specialists is an award-winning, fast-growing company transforming homes across Northern Ireland and Dublin. As our Managing Director continues to drive expansion, we are seeking a highly organised, proactive, and commercially aware Executive Assistant to act as his right hand. This is a pivotal role for someone who thrives in a dynamic environment, brings structure to complexity, and ensures the MDs time, focus, and priorities are protected. You will be the central point of coordination across the business enabling the MD to operate at peak performance. This is not a traditional admin role. It is a strategic partnership. Our Vision: Vivid Vision 2032: Become the 1 roof window installation specialists across the UK & Ireland Rank within the top 3 companies to work for Grow in both people and revenue Our Purpose: To transform homes and quality of life by bringing fresh air and natural sunlight inside. Our Culture & Values: Our Values TEAMS: T eamwork E xpertise A ttitude of Success M ake it Happen S ervice Excellence The Role: The Executive Assistant delivers comprehensive, high-level administrative and organisational support to the Managing Director, facilitating the efficient coordination of executive priorities and activities. This position is accountable for managing complex schedules, fostering effective communication channels, and ensuring the seamless operation of day-to-day executive functions. Through proactive management of critical administrative and coordination responsibilities, the Executive Assistant enables the Managing Director to concentrate on strategic decision-making, business development, and the advancement of organisational objectives. Key Responsibilities: Executive Support Deliver high-level administrative support to the Managing Director, ensuring the smooth and efficient running of executive operations. Oversee and coordinate the Managing Directors calendar, including the scheduling of meetings, appointments, and events, whilst effectively managing conflicting priorities. Facilitate meetings by preparing agendas, briefing notes, recording minutes, and following up on agreed actions to ensure timely completion. Draft emails, documents, proposals, and internal communications. Serve as the primary point of contact for internal and external stakeholders, managing enquiries with professionalism and directing communications appropriately, acting as a gatekeeper, ensuring the MDs time is used effectively. Handle all responsibilities with utmost confidentiality and sound professional judgement. Operational Coordination Coordinate all aspects of event and travel management, including the organisation of internal meetings, booking venues, arranging flights, accommodation, transport, and preparing comprehensive itineraries. Track key tasks, deadlines, and business priorities. Liaise with team members, suppliers, and customers on behalf of the MD. Support recruitment processes, onboarding, and HR administration. Assist with project coordination and ensure actions are completed. Maintain organised digital systems, files, and workflows. Adapt to evolving administrative requirements as the organisation grows and changes, taking on additional responsibilities as needed. HubSpot & CRM Support Update, manage, and maintain customer records in HubSpot. Monitor new leads, assign tasks, and ensure follow-ups are completed. Support the MD with pipeline visibility and simple reporting. Help keep customer communication consistent and timely. Marketing & Social Media Assistance Support the MD and marketing team with light social media tasks. Schedule posts, gather content, and help maintain brand consistency. Assist with basic content organisation (photos, testimonials, updates). What you will need: Essential Criteria: Experience Minimum of 3 years experience in an Executive Assistant, Business Support or Office Manager role within a busy organisation providing high-level administrative support. Proven experience supporting a senior leader or business owner. Experience of using Microsoft Office products including Word, Excel and PowerPoint. Experience of strong organisational and proactiveness managing and coordinating coordination of executive priorities and activities. Qualifications/Education Educated to A-Level/NVQ Level 3 or equivalent. Competencies/skills High levels of administration, organisation and time management skills. Excellent multi-tasker. High level of professionalism, discretion, and confidentiality when handling sensitive information. Proven problem-solving abilities, with the capacity to identify issues, prioritise tasks, and implement effective solutions. Strong written and verbal communication skills. Strong IT literate skills. Enthusiastic and willing to learn. Strong analytical skills and attention to detail. Excellent writing and proofreading skills. Good creative skills with an ability to develop ideas. Ability to build relationships. Self-motivated and ability to work well within a team. Ability to work on own initiative. Demonstrates High level of initiative anticipates needs before being asked. Knowledge: Commercial awareness. Additional Requirements: Right to work in the UK. Driving Licence. Desirable Criteria: Qualifications/Education Have or currently working towards a degree in business, or a related field. Competencies/skills Tech-savvy: confident with CRM systems (HubSpot) and scheduling tools. Hours of work: Monday to Friday 9am-1pm 20 hours per week, with option to increase hours if required. This role will be Hybrid, with 4 days per month required in the office. Salary: Negotiable dependent on experience. Why Join us: Hybrid working. Competitive salary. Work directly with a driven, entrepreneurial MD. Be part of an award-winning, growing company with big ambitions. Varied, meaningful work where your impact is visible every day. Supportive culture with opportunities to grow as the business expands. Professional development and learning opportunities. Company pension. Free on-site parking. Company events. Supportive, dynamic workplace. Closing Date: Sunday 29th March 2026 Interview Process 1st stage Interviews-Wednesday 1st April 2026 Final Stage Interview- Friday 10th April 2026 We are an equal opportunities employer.