Executive Assistant (EOII) TLNT1_NI in Belfast

The Office of Identity and Cultural Expression is seeking to appoint an Executive Assistant to provide high-level administrative, organisational and business support to the Director. The successful candidate will play a key role in ensuring the efficient and effective operation of the Director's office. The post holder will act as a central point of coordination, managing competing priorities, supporting communication across a wide stakeholder base, and contributing to the delivery of the Office's strategic objectives.

Job Purpose

The Executive Assistant (EA) provides high-level administrative, organisational and business support to the Director, ensuring the efficient and effective operation of the Director's office. The post holder will act as a key point of contact, managing competing priorities, coordinating communications, and supporting the delivery of the Office's objectives.

Key Responsibilities

• Director Support
  • Provide comprehensive diary management, ensuring effective prioritisation of meetings and commitments.
  • Prepare, coordinate, and manage briefing materials, submissions, and correspondence.
  • Act as the first point of contact for internal and external stakeholders on behalf of the Director.
  • Support the Director in tracking actions, deadlines, and key deliverables.
• Communication & Stakeholder Engagement
  • Manage incoming correspondence, including emails, letters, and Governmental and Ministerial queries where relevant.
  • Draft responses, briefing notes, and routine correspondence to a high standard.
  • Liaise with all external stakeholders including senior Governmental officials, Ministers' offices, and external stakeholders to ensure timely communication.
  • Maintain confidentiality and discretion at all times.
• Meeting & Event Coordination
  • Arrange and coordinate meetings, including logistics, agendas, and papers.
  • Provide support to the Board in the setting up and minuting of meetings.
  • Attend a range of internal and external meetings where required, taking accurate minutes and tracking follow-up actions.
  • Organise events, visits, and engagements involving the Director.
• Business Management Support
  • Assist with business planning, reporting, and monitoring of key performance indicators.
  • Maintain records, filing systems, and information in line with departmental policies.
  • Support financial and resource management processes where required.
• Office & Team Support
  • Contribute to the smooth running of the Director's office and wider team.
  • Provide cover for colleagues as necessary.
  • Identify opportunities to improve administrative processes and efficiencies.

Essential Criteria

• 5 GCSEs at Grade C or above (or equivalent), including English Language and Maths.
• A minimum of 3 years' experience providing high-level administrative or executive support to a senior leader (e.g. Director, Board member or equivalent) within a complex or multi-stakeholder organisational environment.
• At least 2 years' experience managing complex diaries and competing priorities on behalf of senior stakeholders.
• At least 2 years' experience organising senior-level meetings, including preparing agendas, coordinating papers, and producing accurate minutes with associated action tracking.
• Demonstrable experience of drafting professional correspondence, briefings, or reports for senior stakeholders.
• Experience acting as a point of contact for internal and external stakeholders, including handling sensitive or confidential information appropriately.
• Proficiency in Microsoft Office applications (including Outlook, Word, Excel, and PowerPoint).

Desirable Criteria

• Experience supporting senior leadership within a public sector, regulated, or highly governed environment.
• Experience preparing briefings or submissions for senior decision-making (e.g. Board, Executive Team, or Ministerial level).
• Experience working within or alongside government departments or arm's length bodies.
• Knowledge of public sector governance processes, including information management, audit, or compliance frameworks.

Key Competencies (NICS Framework)

• Managing a Quality Service
• Delivering at Pace
• Collaborating and Partnering
• Communicating and Influencing
• Making Effective Decisions

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss. Honeycomb is committed to providing equality of opportunity to all. Please note, we are receiving an exceptionally high number of applications and may be unable to shortlist candidates who do not meet the specific requirements for this role. Due to the volume of applications, we may be unable to provide individual feedback. We thank you in advance for your understanding.

Additional Information

The role may require occasional flexibility in working hours to meet business needs. The post holder must adhere to all NICS policies, including data protection and information security.

How to Apply

CV's must be submitted for the role clearly demonstrating how candidates meet the essential criteria. Candidates should clearly demonstrate how they meet the essential criteria. Closing Date Sunday 26th April at 17:00pm. Late applications will not be accepted. There may be a requirement to sift on the desirable criteria if there is a high level of applications.