Executive Assistant

Location

Belfast City Centre

Hours

Full-Time (37.5 hours) negotiable

Salary

£14.06 per hour

Contract

Temporary

About the Role

MPA Recruitment is currently recruiting on behalf of our public sector client for an Executive Assistant (Band 4) based in Belfast.

The Executive Assistant provides comprehensive, high-level support to the Director, ensuring the efficient management of strategic priorities, business activities, and stakeholder relationships.

Working in a fast-paced and demanding environment, the postholder will act as a trusted partner, anticipating needs, managing competing priorities, and enabling the Director to focus on organisational objectives.

Key Responsibilities

• Executive Support
• Provide proactive, high-quality administrative and executive support to the Director.
• Manage an exceptionally busy and complex diary, ensuring effective prioritisation of appointments, meetings, and commitments.
• Screen, prioritise and manage communications on behalf of the Director.
• Prepare correspondence, presentations, reports, agendas, and briefing papers to a high professional standard.
• Ensure the Director is fully prepared for meetings through comprehensive research and briefing materials.
• Stakeholder Management
• Act as a key point of contact for senior internal and external stakeholders.
• Build and maintain effective relationships with executives, board members, partners, and external partners.
• Represent the Director professionally and diplomatically when responding to enquiries.
• Coordinate communications and follow-up actions arising from meetings and discussions.
• Meeting & Governance Support
• Organise and coordinate executive meetings, leadership forums, and strategic workshops.
• Prepare meeting packs, agendas, presentations, and supporting documentation.
• Attend meetings where required, taking accurate minutes and tracking actions to completion.
• Ensure governance processes and deadlines are met.
• Office & Operational Management
• Oversee administration processes and continually identify opportunities for improvement.
• Manage expenses, budgets, purchase orders, and financial administration as required.
• Ensure compliance with company policies, procedures, and data protection requirements.
• Maintain efficient filing, record-keeping, and document management practices.

What We’re Looking for?

Essential Criteria

• To be considered for this position, applicants must meet one of the following:
• GCSE English and Maths (Grades A-C) or equivalent plus 2 A Levels or equivalent and 18 months' relevant administrative/clerical experience.
• 3 years' relevant administrative/clerical experience.

Applicants must also have

• OCR Stage 2 Text Processing/Word Processing or equivalent OR 2 years' experience in high-level word processing.
• Experience supporting a Director, Executive Director, or Senior Leadership Team.
• Proven experience operating successfully in a high-pressure, fast-paced environment.
• Experience managing complex diaries and competing priorities.
• Experience working with highly confidential and sensitive information.
• Demonstrated ability to build relationships with senior stakeholders.

Essential Skills & Competencies

• Highly developed organisational and time management skills.
• Strong communication skills, both written and verbal.
• Outstanding attention to detail and accuracy.
• Ability to anticipate needs and proactively solve problems.
• High levels of discretion, integrity, and professionalism.
• Decision-making and prioritisation skills.
• Ability to remain calm and effective under pressure.
• Microsoft Office 365 skills, including Outlook, Word, Excel, Power Point, and Teams.
• Excellent minute-taking and report-writing abilities.
• Personal Attributes
• Demonstrates initiative and accountability.
• Able to respond effectively to changing priorities and business requirements
• Diplomatic and confident when dealing with senior stakeholders.
• Demonstrates professional and effective stakeholder engagement skills
• Able to exercise sound judgement and initiative.
• Committed to delivering excellence and maintaining confidentiality.

Desirable Criteria

• Experience working within a large corporate, public sector, or regulated environment.
• Professional qualifications in business administration, management, or a related field.
• Experience supporting Board or Executive Committee activity.

Additional Information

• An Access NI Check may be required for this role.

What we can offer you

• Weekly pay.
• Holiday pay.
• Ongoing support from a dedicated MPA Recruitment Consultant.
• Opportunity to gain valuable experience within a leading public sector organisation.
• Full-time office-based position with regular working hours.
• Potential for contract extension depending on service requirements.

Why Apply?

• Join a busy and professional healthcare environment.
• Develop your skills supporting senior management.
• Gain valuable public sector experience.
• Work within a supportive and collaborative team.
• Build experience in diary management, stakeholder engagement, and executive support.

MPA Recruitment is an equal opportunities employer.

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