Executive Assistant in Belfast

ARC\’s purpose is to expedite access to precision medicine clinical trials for patients globally. We fulfil our purpose through our dedicated team of experts with unparalleled domain knowledge, and the important relationships we have developed with our global clients.

We are a Belfast-based Clinical Research Organisation that specialises in delivering compliance excellence for companies in the precision medicine sector. We support many of the world\’s leading pharmaceutical R&D companies in implementing unapproved diagnostics in their clinical development programmes for patient selection or stratification, working as a strategic and integrated expert partner, taking full sponsor ownership of the IVD study being conducted in parallel with our clients\’ IND/IMP trial.

ARC\’s team of experts cover IVD regulatory compliance, study design and approvals, quality assurance including vendor due diligence and management along with a team of clinical research experts who manage the IVD study, ensuring it is conducted in compliance with local and global GCP, and that the biomarker data is robust and reliable.

To further support our growing client base and to expedite patient access to life-saving experimental medicines, ARC has developed and launched our SaaS platform, ARC360. ARC360 is transforming how organisations access regulatory intelligence and tailor study-specific information for using in vitro diagnostics to select and manage patients in IND trials. Powered by cutting-edge technologies and supported by a team of regulatory, quality, and clinical operations experts, ARC360 is designed to accelerate the initiation of complex clinical trials.

Job Purpose

As Senior Executive Assistant, you’ll act as a trusted right-hand partner to the CEO while also supporting the wider SLT of three senior executives. You’ll ensure the leadership team operates efficiently and effectively by removing administrative burden, anticipating priorities, and enabling smooth governance, communication and decision-making.

You’ll be comfortable working in a fast-paced environment with shifting priorities — and confident engaging with external stakeholders including clients, investors, board members and senior partners.

Key Responsibilities

Executive Support & Business Enablement

• Providehigh-level executive assistanceto the CEO and SLT, managing complex diaries and prioritising commitments in a fast-paced environment.
• Act as atrusted gatekeeper for the CEO, managing correspondence and requests with sound judgement and ensuring timely follow-through.
• Anticipate executive needs, proactively identifying issues, resolving challenges, and ensuring smooth delivery of CEO/SLT priorities.
• Prepare the CEO and SLT for meetings and engagements throughbriefing packs, agendas, and key documentation, ensuring they are well-equipped and aligned.
• Lead coordination of internal and external meetings, including leadership meetings, board meetings, client engagements, and partner discussions.
• Prepare and circulate agendas, papers, and presentations in advance; capture actions, minutes, and decisions and ensure accountability for follow-up.
• Maintain a clear overview of business commitments and deadlines, ensuring governance processes are adhered to and key actions are tracked.

Stakeholder Management & Communication

• Liaise confidently with senior internal and external stakeholders (clients, partners, investors, board members, regulators and leadership teams).
• Draft, proofread, and format professional correspondence, reports, presentations and briefings on behalf of the CEO and SLT.
• Support a high standard of executive communications and always maintain a professional organisational image.

Travel, Logistics & Planning

• Arrange and manage all executive travel, including flights, accommodation, transfers, itineraries, visas (where needed), and expense management.
• Ensure seamless logistics for complex schedules, including multi-site/European travel, and act as point of contact during travel periods.

Operational Excellence & Systems

• Maintain and improve administrative systems and processes that support efficiency, governance, and high-quality business operations.
• Support operational processes including document control, file management, executive records, and confidential documentation.
• Identify opportunities to streamline workflow, implement tools, and improve executive productivity.

Confidentiality & Discretion

• Manage highly sensitive information with absolute discretion and professionalism.
• Handle CEO and SLT priorities with confidentiality, maturity, and resilience.

Additional Support

• Support ad hoc executive projects including coordination of initiatives, events, internal updates, and leadership priorities.
• Provide light support to the wider leadership team when required, ensuring executive operations remain seamless.

Essential Criteria & Qualifications

• Higher-level qualification in business, administration, communications or related discipline (or equivalent experience). Executive Assistant / PA or Project Management Qualification desired.
• Minimum 5 years proven experience as a Senior Executive Assistant / EA / PA supporting a CEO, Managing Director or Board-level leaders.
• Demonstrable experience managing complex diaries, shifting priorities, and high volumes of stakeholder interaction.
• Strong track record in meeting governance: agendas, papers, minutes, action tracking, and executive preparation.
• Demonstrable proficiency using emerging AI tools and automation solutions to improve executive efficiency, including use of generative AI for drafting, summarising, organising information, and creating high-quality outputs while maintaining confidentiality and data protection standards.
• Extremely organised with the ability to manage multiple high priority workstreams simultaneously.
• High confidence working at senior level; able to engage effectively with executives and external stakeholders.
• Strong judgement with the ability to prioritise and make decisions independently.
• Professional, calm and resilient under pressure — able to handle ambiguity and rapidly changing demands.
• Exceptional attention to detail and commitment to high-quality output.

“We are an equal opportunity employer; applications are welcome from all and appointment will be made on the basis of merit.”

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