Senior Executive Assistant/Office Manager to CEO

3 weeks ago

Belfast, United Kingdom Rewardinsight Full time

Executive Assistant & Office Manager
Department: Operations
Employment Type: Full Time
Location: Belfast
Reporting To: Killian O'Rawe
Description
As the Executive Assistant & Office Manager at Reward, you will play a dual role, providing comprehensive administrative support to the Belfast Site Lead and overseeing the efficient functioning of our office. This position requires a proactive individual with strong organizational skills, attention to detail, and the ability to manage diverse responsibilities.
Key Responsibilities
Office Manager Duties
Manage office operations and administrative functions to ensure efficiency and productivity
Oversee office maintenance including managing facilities equipment and supplies
Coordinate office activities and events such as meetings, townhalls, conferences and social gatherings
Handle office correspondence including mail email and phone calls
Assist with scheduling appointments meetings and travel arrangements for staff members
Ensure compliance with company policies and procedures
Address any issues or concerns raised by staff members and provide solutions as needed
Continuously identify opportunities for process improvement and implement changes as necessary
Assist in onboarding new employees
Ensure a clean and organized office environment
Oversee day-to-day office operations, including maintenance, supplies and vendor relationships
Executive Assistant Duties
Manage the DTO executive’s calendar including scheduling meetings appointments and travel arrangements
Coordinate and prioritize incoming requests and correspondence ensuring timely responses and follow-up
Prepare and edit documents presentations and reports for executive meetings and presentations
Act as the primary point of contact for internal and external stakeholders including screening and directing phone calls and emails
Assist with project management tasks such as tracking deadlines coordinating deliverables and managing workflows
Organise and facilitate meetings including preparing agendas taking minutes and disseminating meeting materials
Conduct research and compile data as needed to support executive decision making and strategic initiatives
Handle sensitive and confidential information with professionalism and discretion
Perform other administrative tasks and special projects as assigned
Skills, Knowledge and Expertise
Proven experience as an Executive Assistant and Office Manager
Strong organisational, multitasking and time-management skills
Excellent written and verbal communication abilities
Proficient in MS Office suite and other relevant software
Ability to handle confidential information with discretion
Benefits
~25 days annual leave increasing by one day a year to 30 days (plus public holidays)
~ Company holiday between Christmas & New Year (extra 3 days)
~ Pension with Hargreaves Lansdown – 4% matched contribution
~ Private healthcare with Vitality for yourself and any nominated dependents
~ Early finish on the last Friday of the month (3pm)
~ Ability to buy and sell holiday days as well as the ability to bank days (tenure dependent)
~ Cashback/discount shopping site (Perks at Work)
~ Flexible working options – we are operating a hybrid working model from our Belfast office (to be agreed with your manager)
~ Variety of social events throughout the year such as Christmas party, company away day, movie nights, beer and pizza nights to name but a few

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