Office Manager & Personal Assistant to the CEO in Bangor

The Office Manager & Personal Assistant to the CEO takes ownership of SNUC's workplaces in Bangor, Northern Ireland and Dunleer, Ireland, and serves as a trusted right hand to the CEO. The role proactively anticipates needs, resolves issues, manages resources responsibly, and identifies opportunities for continuous improvement across both sites.

Success means creating environments where employees at both locations have what they need to be productive, visitors feel welcomed, and the CEO's time, schedule, and priorities are managed so they can focus on leading the business. Leadership can trust that day-to-day operations of both offices, and the CEO's administrative and personal-assistant needs, are being handled effectively, discreetly, and independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Office and Workplace Management (Bangor and Dunleer)
  • Take ownership of the day-to-day operations of the Bangor office and provide administrative and facilities support to the Dunleer site, ensuring efficient, organised, professional, and welcoming environments at both locations.
  • Proactively anticipate workplace needs, identify and resolve issues, and implement improvements without waiting for direction.
  • Maintain the overall appearance, organisation, and functionality of each workplace, including common areas, meeting rooms, kitchens, and shared spaces.
  • Manage office supplies, refreshments, equipment, and other workplace essentials for both sites.
  • Establish and manage relationships with landlords, vendors, contractors, utilities, and service providers in both jurisdictions.
  • Oversee office-related purchasing, vendor quotes, invoices, subscriptions, and expenses in both GBP and EUR.
  • Coordinate office access, keys, alarm codes, and visitor procedures at both sites.
  • Serve as a welcoming and professional point of contact for employees, customers, candidates, vendors, and visitors.
  • Manage incoming and outgoing mail, packages, deliveries, and courier services.
  • Support employee onboarding by preparing workspaces and coordinating office access.
  • Organise and support company meetings, leadership visits, customer visits, team socials, and special events.
  • Assist with travel arrangements, accommodation, transport, and other logistics for visiting employees and business partners.
  • Collaborate with HR, Finance, IT, Operations, and other departments to support workplace initiatives.
  • Develop and maintain office procedures and processes that work consistently across both sites.
  • Coordinate health, safety, fire safety, and emergency preparedness activities at both sites.
• Personal Assistant to the CEO
  • Proactively manage the CEO’s calendar across multiple time zones.
  • Coordinate all domestic and international travel.
  • Manage business expenses and associated administration accurately and on time.
  • Handle confidential business and personal information with complete discretion and professionalism.
  • Anticipate requirements, track commitments and follow up on outstanding actions.
  • Act as a trusted point of contact between the CEO and internal and external stakeholders.
  • Continuously identify opportunities to simplify administrative processes and improve efficiency.

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCE:

• Minimum of three (3) years of experience in office administration, office management, executive or personal assistance, or a similar role.
• Demonstrated ability to independently manage day-to-day office operations.
• Proven experience managing a senior executive's calendar, travel, correspondence, and expenses.
• Strong organisational and time-management skills.
• Resourceful, proactive, and solutions-oriented.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build effective working relationships.
• Experience coordinating vendors, managing office supplies and purchasing.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
• Exceptional discretion and the ability to handle highly confidential and sensitive information.
• Adaptability and willingness to take on a variety of responsibilities.
• Right to work in the UK.

SUPERVISORY RESPONSIBILITIES:

No

TRAVEL:

Up to 20%, primarily regular visits to the Dunleer site.

WORKING CONDITIONS/PHYSICAL DEMANDS:

This role requires regular on-site presence in a standard professional office environment, based in Bangor with scheduled time at the Dunleer site.

Physical Requirements: Frequent mobility and navigation throughout the facility.