Job Description
VANRATH are excited to be working alongside a leading Professional Services / Legal organisation with a fantastic reputation for the recruitment of an Personal Assistant.
This is a role in the company's Belfast City Centre office.
This is a Monday - Friday position. Permanent position. Some provision for Home working is possible too.
After the successful completion of a 6-month probation the hybrid policy is 3 days in the office and 2 at home.
Your Package/Benefits:
1. Salary £29,000 - £33,000 dependant on experience
2. Private Medical Insurance
3. 25 days holiday + 13 STAT
4. 10% Pension contribution
5. Life Assurance
6. Income Protection
7. Salary Sacrifice Options - Including the Tech Scheme and Cycle to Work Scheme.
8. Affinity Partnerships - Discounts and offers with local organisations
9. Health & Wellbeing - Annual events focused on supporting employee wellbeing
The Role
10. Provided comprehensive end-to-end support to the Head of Professional Conduct.
11. Proactively managed a demanding diary with tact and discretion.
12. Acted as primary contact, handling correspondence and queries.
13. Supported complex, confidential projects and presentations, including data analysis and content creation.
14. Administered Committees: agendas, minutes, bookings, expenses, and follow-up, in line with protocols.
15. Managed documentation and implemented improvements to digital and physical records.
16. Coordinated and minuted internal/external meetings, including senior leadership.
17. Arranged travel and maintained expense records for senior managers.
18. Maintained accurate records via the CRM system.
19. Prioritised and managed busy departmental and personal email inboxes.
20. Supported compliance with ISO 9001:2015 and data protection regulations.
The Ideal Person
21. 3-5 years+ of experience as a Personal Assistant or in a similar support role reporting to senior management in both public and private sectors, with high standards of discretion and confidentiality.
22. Highly skilled in setting up and managing AV and virtual meeting platforms such as Zoom, Microsoft Teams, and GoToWebinar.
23. Experienced in delivering presentations and supporting projects-often under tight deadlines-by coordinating with stakeholders and handling complex content.
24. Proficient in document management: drafting, compiling, and distributing agendas, papers, and committee documents in fast-paced settings.
25. Skilled in managing correspondence-processing routine and urgent messages, ensuring timely follow-up and accurate record-keeping.
26. Competent in using CRM systems (e.g., Microsoft Dynamics) to maintain, update, and develop records and data processes.
27. Versatile in creating and managing both physical and digital records and spreadsheets, including enhancing existing systems for greater efficiency.
28. Advanced proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.