Executive Assistant

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;
  OR
• 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, PowerPoint, 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.

How to Apply:

To apply, send your CV to [email protected] or contact our office on 02895 211111 for more information.

MPA Recruitment is an equal opportunities employer.