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Hays are working with a charitable organisation based in Belfast who are recruiting for a Personal Assistant to support the CEO. Hays are working with a charitable organisation based in Belfastwho are recruiting for a Personal Assistant to support the CEO.
Your new role
You will work closely with the Chief Executive, ensuring the provision of timely and accurate support. You will be versatile, highly organised and solutions focused.Duties include
- Prioritising meetings and appointments in line with organisational priorities
- Ensuring regular activities are added to relevant diaries and HR/IT systems
- Arranging meetings, co-ordinating attendees, booking rooms and refreshments, ensuring rooms are prepared in advance of meetings
- Making travel and accommodation bookings
- Preparing and circulating papers in advance of meetings
- Prompt follow up on relevant actions identified at meetings
- Meeting regularly with the Chief Executive to forward plan, give feedback and deal with queries.
- Collating all information and sharing as needed to support meetings / activities
- Minute taking for meetings, including (but not limited to) Chief Executive, Board and Board Sub-Group meetings
- Maintaining up-to-date and logically structured files
- Maintaining annual leave records for the Senior Management Team, ensuring consistent staffing cover by SMT across the year.
- Dealing with emails, correspondence, and communications for the Chief Executive, including general enquiries
- Generating reports as needed, proactively seeking information, and staying abreast of sectoral developments within NI
- Researching, requesting, and collating information on behalf of the Chief Executive
- Maintaining high standards with internal and external contacts
- Providing high quality reception to guests at meetings and in the office
- Acting as first point of contact with the organisation
- Delivery of administrative duties for the organisation, Chief Executive and Senior Management Team Assistance with the monitoring, evaluation, and reporting on projects for funders
- Office management duties including liaising with building management company personnel
What you'll need to succeed
- A minimum of one year’s previous experience in providing Personal Assistant functions
- Demonstrable experience of organisational and administrative skills
- Ability to record meetings accurately and promptly generate minutes.
- Well-developed ICT skills, including the Microsoft 365 suite
- A proven track record of problem solving.
- Excellent oral and written communication skills with at least Grade C in English Language (or equivalent)
- At least Grade C GCSE (or equivalent) in Mathematics with excellent numerical and analytical skills and the ability to analyse data and financial information.
- Highly organised
- Ability to manage conflicting priorities and meet deadlines in a fast-paced environment
- Ability to work effectively both independently and as part of a wider team
- A customer-focused approach for internal and external stakeholders
- Excellent interpersonal and organisational skills and with an ability to work well with people and resolve problems
What you'll get in return
- Annual salary of £24,840
- 4 day working week (with no reduction to salary)
- Hybrid working
- City centre location
- Flexible working
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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