Executive Assistant to CEO

Vanrath are recruiting for an experienced Executive Officer to CEO on behalf of our client based in Belfast for a short-term temp contract.

About the role

An opportunity has arisen to be part of a dynamic Executive level team - working predominantly for the CEO (but also supporting the other Directors as required) this individual should be meticulously organised, have the ability to multitask, remain calm under pressure and manage ever changing priorities. The successful candidate will be tasked with supporting the Directors to ensure they bring order to hectic and demanding schedules and workloads, enabling them to focus on delivery of the strategic and operational business requirements.

Details

Monday - Friday / 08:30-17:00

Temporary cover

£17 - £19ph

Exceptional opportunity - Exciting role

Key Responsibilities

• Diary management for Directorate Team (CEO, Associate Director of Operations and Commercial Director).
• Internal and external meeting preparation for CEO, including collation of all necessary Agendas, previous minutes and briefing information.
• CEO email management.
• Screen and direct phone calls.
• Ordering Stationary Supplies for office.
• Organisation of Directorate meet and greets
• Co-ordination of dignitary visits in conjunction with Head of Operations, depending on level.
• Development of presentations as required by Directors.
• Preparing and distribution of meeting agendas as required
• Minute taking for meetings such as Senior Executive Team, Directorate, Board Meetings, adhoc HR meetings and Finance and Risk Committee Meeting
• Assume the role of Staff Communications Forum Secretary
• Liaising with relevant departments to get information needed by CEO for meetings.
• Ad Hoc PA Duties for Chair of the Board.
• Room booking and hospitality requests for internal meetings.
• Organise hospitality such as teas and coffees for meetings as required.
• Ensuring Boardroom and open areas of Directorate Suite are tidy and ready to greet visitors
• Sending emails / letters on behalf of the CEO.
• Support the Directorate team in fulfilling business requirements and working in a proactive manner anticipating the needs of the CEO / Directors.
• Drafting messaging for The Riveter (internal communications system) on behalf of the CEO
• Travel bookings for Directorate and the wider business.
• International Roaming Mobile Requirements in line with travel plans
• Facilitating Staff Group hotel enquiries
• Compilation of Board Reports, and distribution of these to Board of Directors
• Produce reports as required
• Internal events guest list management in conjunction with Event Manager and Marketing departments
• To communicate fluently and confidently without supervision.
• To undertake your duties in such a way as to enhance and protect the reputation and public profile of TBL International.
• Compliance with Titanic Belfast Health & Safety Policies and Procedures
• Proactive and positive approach to embracing organisational Health & Safety culture
• Ensure adherence to and compliance with all GDPR / Data Protection related policies and procedures
• Any other duties as delegated by the CEO or any other person designated in their absence

Person Specification

Essential

• 2 years previous experience in a similar role.
• Outstanding organisation and time management skills.
• Excellent communicator - verbal and written.
• Ability to multitask and prioritise multiple deadlines.
• Excellent IT Skills.

Core Competencies

• Discretion & Confidentiality
• Tact
• Excellent verbal and non-verbal communication skills
• The ability to work within a team or on their own initiative
• Ability to multitask and react to changing priorities

IND04

To apply today contact Leanne Garrett in the strictest confidence.

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