Executive Assistant (North Belfast, Permanent)

Honeycomb Jobs is delighted to be working with our not-for-profit client, to recruit an Executive Assistant for a permanent contract based in North Belfast on site.

The Client - Our not-for-profit client aligns with a specific domination within Christianity which looks at the advancement of any charitable purpose supported by it.

The Role - This credible position provides a full portfolio of support to the senior management team within the organisation including expert secretariat, clerical, administrative, and diary management services. Duties will include but will not be limited to:

• Proactively providing effective and efficient specialist administrative Executive/Personal Assistant support to the Senior Management Team.
• Act as a focal point for enquiries; written and verbal by telephone, screening requests/calls and responding where appropriate.
• Assist with the procurement of UK Immigration Visas and maintain personnel files for Visa holders in accordance with UK Immigration regulations.
• Be a facilitator in the resolution of difficult and sensitive telephone calls ensuring that they are dealt with in a confidential and highly delicate manner.
• Managing information flow in an efficient and confidential manner.
• Managing correspondence by responding to emails/mail in a timely and professional manner.
• Effective management of the electronic diary whilst assessing priority of appointments on behalf of the SMT.
• Organising international travel and itinerary planning.
• Providing support for an extensive range of meetings to include research for meetings, preparation of agenda, pre-meeting briefings and meeting papers.
• Managing the collation and distribution of documents in advance of internal and external meetings as required.
• Arranging meetings and minute taking, noting action points and scheduling follow up where required.
• Minute taking for Committees/Groups - occasionally out of hours.
• Ensuring meeting rooms are prepared in advance with all appropriate IT requirements and refreshments provided.
• Provide support in research and the preparation of information e.g., presentations, reports, and media interviews etc.
• Managing room bookings online, setting up zoom and MS teams meetings, video/audio/tele conferencing as required.
• Collate information and develop administration and filing systems both manual and electronic, to retain sensitive and confidential business documentation and records, secure and up to date.
• Maintaining databases and storage and security of all confidential data, in compliance with GDPR regulations.
• Assist in the preparation of high-quality reports.
• Proactively manage incoming post, monitor office e-mail, draft, and send standard letters and e-mails.
• Proof reading documents for print.
• Manage office equipment, stationery, and supplies.
• Flexibility to provide such other support as would reasonably be expected to ensure the smooth running of the office.

The Person

As the successful candidate you will have the following background and experience:

Essential:

• Five GCSE/GCE passes (at A, B or C) / CSE Grade 1 passes to include English Language and Mathematics / or recognised equivalent / or higher qualifications.
• At least three years' experience in the last five years in a similar Executive Support Officer type role reporting to senior management where sensitivity, discretion and confidentiality are essential.
• Excellent working knowledge and experience in the use of Microsoft Office Software packages (Word, Excel, PowerPoint, Publisher, and Outlook).
• An excellent communicator who is passionate and committed to delivering exceptional specialist administrative support at Senior official level.
• Knowledge and experience of updating and maintaining websites and social media platforms.
• Knowledge of current office management techniques and experience in the use of document management systems.
• Exceptional time management/organisational skills with the ability to multitask and meet tight deadlines.
• Ability to work autonomously as well as part of a team.
• A level of confidence that will enable you to communicate at all levels.
• A clear commitment to the work and mission of the organisation.

To speak in absolute confidence about this opportunity please send an up to date CV via the link provided or contact David McClure, Principal Recruitment Consultant at Honeycomb on 02896 207050.

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss.

Honeycomb is committed to providing equality of opportunity to all.

Even if this position is not right for you, we may have others that are. Please visit Honeycomb to view a wide selection of our current jobs www.honeycomb.jobs

** Please note, we are receiving an exceptionally high number of applications and present and will be unable to shortlist candidates who are not meeting the specific requirements for this role. Due to the high volume of applications, we may be unable to provide individual feedback. We thank you in advance for your understanding. **