Job Description
Belfast | Permanent | Flexible Start/Finish | Excellent Benefits
VANRATH are delighted to be assisting a highly regarded construction and engineering organisation with the recruitment of a new Executive Assistant to join their Belfast-based team. This is a fantastic opportunity for an experienced professional to take on a varied and rewarding role supporting company leadership.
This is a Monday to Friday, full-time, permanent role, with flexibility on start and finish times to support work-life balance.
The successful applicant will provide support to the senior leadership team and contribute to the overall management of office functions, working in a collaborative and dynamic environment.
Salary & Benefits
1. Competitive salary (negotiable based on experience)
2. Bonus and enhanced benefits
3. Flexible/hybrid working options
4. Onsite parking
5. Supportive and inclusive culture
About the Role
This is a vital role within the organisation, offering a balance of executive support and operational oversight. You'll act as a right-hand to senior management while also helping drive efficiency across various support functions, including admin, compliance, HR, and systems.
Key responsibilities will include:
6. Delivering high-level support to the MD and Finance Director
7. Managing calendars, meetings, and confidential correspondence
8. Supporting general office coordination and day-to-day administration
9. Maintaining and updating internal documents and fleet/vehicle records
10. Assisting with HR support including recruitment admin, on-boarding, and personnel records
11. Coordinating ISO processes (9001, 14001, 45001, 27001) and preparing for audits
12. Leading internal process improvements and documentation updates
13. Using Microsoft 365 tools (Lists, Excel, SharePoint, Forms, Teams) to streamline workflows and manage data
14. Tracking and maintaining inspection equipment, including servicing and calibration logs
15. Attending leadership meetings, taking detailed minutes, and ensuring follow-up actions are completed
What We're Looking For
We're seeking someone with strong administrative expertise and experience supporting senior leaders. You'll be organised, tech-savvy, and able to take initiative in a fast-paced business environment.
The ideal candidate will have:
16. Background in a similar role (Executive Assistant, Office Manager, Senior Administrator, or PA)
17. Strong proficiency with Microsoft 365 - especially Excel, SharePoint, and Microsoft Lists
18. Experience maintaining or coordinating ISO systems
19. Previous involvement in HR administration or people operations
20. Excellent communication and stakeholder engagement skills
21. Ability to manage multiple tasks and prioritise effectively
22. Strong attention to detail and high levels of confidentiality