Executive Assistant to CEO

4 weeks ago

Belfast, United Kingdom Silverwood Recruitment Full time

**Executive Assistant - Belfast -Full Time/Permanent**

Our highly regarded client is a UK recognised Awarding Body based in Northern Ireland. They are regulated by CCEA Regulation to develop and award regulated professional and technical (vocational) qualifications from Entry Level up to and including Level 5 across all sector areas. In addition, they are also regulated by Ofqual to award similar qualifications in England.

**Job Duties**
- Diary management on behalf of Directorate, liaising with both internal units and a wide range of external organisations, rearranging and prioritising appointments in reaction to any unexpected changes, organising and maintaining documentation for meetings in a timely fashion.
- Arrange I.T facilities (e.g. presentations, Teams and Skype for Business), catering and administrative support for meetings with internal staff and external contacts as required. Source suitable venues for external events and manage room bookings for Directorate and other meetings.
- Act as point of contact for Directorate enquiries and visitors, assisting with arrangements for senior visits and co-ordinating related programmes.
- Deal with incoming correspondence relating to Directorate activities, both independently and on behalf of the Directorate when requested, assessing its significance, prioritising and escalating information to other members of staff for action as appropriate and tracking responses.
- Regular liaison on behalf of members of the Directorate team with a variety of external and internal organisations and institutions including Departments of the Northern Ireland Executive and Political Representatives.
- Administrative and logístical support for internal and external meetings; managing internal room bookings, IT and catering facilities, sourcing appropriate external venues as necessary.
- Produce and distribute minutes for internal and external meetings on behalf of the Directorate, as and when required, tracking actions as appropriate and supporting the Chair with future agendas and papers, providing advice on content and logistics.
- Arrange Directorate travel and accommodation including provision of detailed briefings and all necessary documentation.
- Maintain existing administrative systems and procedures including Directorate contacts information, data management and filing of confidential materials; make recommendation for improvements and new systems as appropriate.
- General administrative duties including data input, photocopying/scanning and ordering supplies as necessary.
- Provide cover to support reception when required.
- Participate as an active member of the wider Team.

**Essential Criteria**
- Proven experience in an administrative, secretarial or supportive role at an equivalent level.
- Experience of managing diaries and workloads across more than one individual.
- Experience of planning and organising several small projects, prioritising and scheduling tasks to cope with conflicting demands and deadlines, paying attention to detail and managing records effectively.
- Excellent IT skills to include high level of competency in word-processing, Excel, PowerPoint, electronic diaries, spreadsheets, databases, the internet and Outlook.
- Ability to work across virtual teams, using a variety of multiple online tools such as Microsoft Teams, Zoom, OneDrive and Sharepoint.
- Understanding of the principles of data protection and how to manage confidential records.
- Experience of managing confidential information in an open-plan working environment.
- Excellent written and oral communication skills.

**Desirable Criteria**
- Experience of administrative support at senior level.
- Knowledge of The Open College Network NI and its objectives and/or experience of working in an education setting.
- Knowledge of and commitment to principles of improving diversity and equal opportunities within the work environment.

**Salary**: Salary range is **£25,655 - £31,534**. This is a six-point salary scale, with progression opportunities occurring each April.

**Pension**: 6% Employer contribution.

**Hours of Work**: 35 hours per week (exclusive of lunch breaks). Flexible start/finish times are in operation with core working hours from 10am to 4pm Monday to Friday.

**Holidays**: Entitlement is 39 days each year inclusive of statutory and public holidays rising to 44 days after 10 years' service. The leave year runs from 1st August to 31st of July.

INDNICHE

**Salary**: £25,600.00-£31,500.00 per year

**Benefits**:

- Additional leave
- Company pension
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

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