Job Description
VANRATH are delighted to be assisting a Major N.I Client with the Recruitment of a Senior Personal Assistant to join a growing and dynamic firm based in Belfast.
Salary - Fully Negotiable Depending on Experience
Hours - Mon-Fri - 09:00 - 17:00
Location: Belfast, Northern Ireland
Reports To: Managing Director (MD)
Role Summary
We are seeking a highly capable, experienced and discreet Executive Assistant to support the MD in all aspects of his role. This is a newly created position and will be central to increasing the MD's capacity to focus on strategic priorities.
The successful candidate will bring excellent organisational, communication and problem-solving skills, and will thrive in a fast-paced, high-expectation environment.
As this is a newly created position, there will be an opportunity to shape the role in line with the evolving needs of the MD and the division
Key Responsibilities
1. Managing a busy and constantly changing diary and inbox, including scheduling meetings, prioritising emails, and tracking follow-ups
2. Coordinating all aspects of UK and international travel, including booking flights, accommodation, transport, and preparing itineraries and documentation
3. Preparing and formatting meeting packs, agendas, and follow-up notes; chasing inputs from directors and stakeholders where required
4. Supporting the MD with day-to-day administrative tasks such as document handling, expenses, and logistics
5. Regularly inputting and updating financial and KPI data into Excel-based templates with a high degree of accuracy
6. Handling confidential and sensitive information with discretion and professionalism
7. Providing occasional assistance in the coordination of corporate hospitality and internal events (e.g. away days, summits)
8. Acting as a reliable point of contact between the MD and internal/external stakeholders, maintaining a high standard of communication
Candidate Profile
Experience & Skills
9. Minimum 3 years in a Personal Assistant, Team Administrator, or senior support role
10. Proven experience managing diaries, inboxes, and travel arrangements for senior leaders
11. Confident working with Microsoft Office, especially Outlook and Excel (basic formulas, data entry, formatting)
12. Strong organisational and time management skills
13. Clear and professional communication (written and verbal)
14. Comfortable handling confidential or sensitive information
Personal Attributes
15. Organised, calm, and dependable under pressure
16. Discreet, loyal, and emotionally mature
17. Strong attention to detail and follow-through
18. Comfortable in a high-trust support role
19. Proactive in keeping tasks moving and anticipating needs
20. Professional but personable in dealing with a wide range of stakeholders
This is a unique opportunity to work closely with the Managing Director of a diverse and growing group of companies. The role offers the chance to make a meaningful impact by helping to streamline day-to-day operations and support strategic priorities across the division.
Desirable Qualifications:
21. Professional Certification: Secretarial or Administrative Assistant certification is a plus.
22. Languages: Knowledge of additional languages would be an asset, but not required.
23. Business Acumen: Strong interest in business development, with the ability to quickly understand new markets and opportunities.
For more information on this role please apply and we will contact you confidentially
''5*'s for Vanrath. They found me a suitable agency post right away, it was a great fit, now I have got the job permanently! Very personable and knowledgeable to deal with and always took the time to understand and help out. Extremely professional service all round.''
''I contacted Vanrath after being laid off by my previous employer. They were fantastic to deal with and found me the perfect role that matched my skill set and experience and within a day or two had an interview lined up. Within the same week I was made a job offer which I happily accepted. So thankful that I contacted Vanrath. Couldn't have asked for a quicker and more professional service.''
''My experience with Vanrath has been so positive. They were very professional but friendly at the same time. The whole process has been excellent and I've secured a job that I really wanted. I wouldn't hesitate to go through Vanrath again in future as there was no waiting about and they continually kept me updated throughout. Thanks so much again.''