Executive Assistant

Our client is seeking to recruit an Executive Assistant you will be joining a rapidly growing organisation. The Executive Assistant will provide an exceptional PA facility primarily to the CEO, ensuring efficient and accurate diary management, including the provision of travel and accommodation bookings, event management, plus the production of all documents/reports as required.

To succeed in this role, you will need to have excellent organisation and communication skills, together with a keen eye for detail, well-honed IT skills and previous experience within a similar position.

Key Relationships:

CEO

Board of Directors

Senior Management Team

Office staff

Key Responsibilities:

CEO Support

Ensure the diary of the CEO is managed effectively,

Arrange events as required.

Co-ordinate travel arrangements and book accommodation for CEO

Take telephone calls and ensure relevant messages are communicated.

Carry out any ad hoc requests as directed by the CEO.

Meetings / Events

Co-ordinate and organise external and internal meetings, ensuring that the CEO has relevant documentation as needed.

 Attend meetings and take accurate minutes, ensuring they are distributed in a timely manner, and monitor progress of actions.

Book meeting rooms, issue meeting papers and ensure equipment required is available.

Check email inboxes/monitor other Directors’ calendars to facilitate the planning of events/meetings.

Administrative Duties

Produce reports as and when necessary.

Manage incoming/outgoing post.

Ensure expenses are processed such as mileage submissions and approvals.

Ensure that holiday requests booked/approved.

Assist with email/document creation e.g., typing, binding, photocopying etc.

Key Measures and Targets

All travel and accommodation bookings made to suit diary requirements.

CEO’s diary always to be kept up to date.

All reports produced by the agreed deadline.

Experience:

Essential

2 Years plus experience in a similar role.

Excellent organisation skills and attention to detail.

Outstanding time management skills.

Adept at using Microsoft Office, especially Word and Excel.

Ability to prioritise workload and consistently meet deadlines.

Confident but helpful manner.

Ability to always maintain confidentiality.

Approachable with strong verbal and written communication skills.

Self-motivated and hardworking.

Ability to listen, learn and continually improve their performance.

Ability to think on their feet.

Use initiative in problem solving.

Flexible and happy at managing changing circumstances.

Willingness and enthusiasm to take on new challenges and develop own role.

Clean valid drivers’ licence and access to own car.

Desirable

Business related degree / work experience equivalent.

Experience in the financial services authority.

Next Steps:
Please submit your application or speak to a specialist consultant from the Abacus team on 0044 (0) 28 9031 3157 for a confidential discussion. We aim to respond to all inquiries within 4 business hours.
The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland. If you are experienced and/or professionally qualified we can support your job search.
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