Executive Assistant

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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