Executive Assistant / Office Manager

Job requirements

• Proven experience as an Executive Assistant supporting a senior leader, with some office and/or facilities management experience.

• Strong organisational, multitasking and time-management skills, with excellent attention to detail.

• Proactive and solutions-focused, with the ability to anticipate needs, use sound judgement and manage competing priorities.

• Excellent written and verbal communication skills, with confidence engaging stakeholders at all levels.

• Proficient in Microsoft Office and comfortable preparing presentations, documents and reports.

• Professional and discreet, with the ability to handle sensitive and confidential information appropriately.

Job responsibilities

• Partner closely with the CTO to manage a busy calendar, meetings, travel and competing priorities.

• Manage inboxes, meeting requests, correspondence and follow-ups, using sound judgement to prioritise what needs attention.

• Prepare high-quality agendas, presentations, briefing materials, reports and leadership updates.

• Coordinate key meetings, including logistics and note-taking where required, capturing decisions and ensuring agreed actions are followed through.

• Track key deadlines, actions and deliverables, following up as needed to keep work moving and ensure nothing important falls through the cracks.

• Anticipate upcoming requirements, identify potential issues and proactively find practical solutions.

• Act as a key point of contact for internal and external stakeholders, building effective relationships and helping connect people with the right information or support.

• Support strategic projects and research, bringing together relevant information to support decision-making where required.

• Handle sensitive and confidential information professionally and with discretion.

• Manage expenses and executive administration, and support ad hoc projects and priorities as part of a busy and varied role.

• Take ownership of the smooth day-to-day running of the Belfast office and the employee and visitor experience.

• Manage suppliers, facilities, maintenance, office supplies and related administration.

• Coordinate Belfast meetings, town halls, events and social activities.

• Support new joiners and help create a welcoming onboarding experience.

• Act as the first point of contact for office-related questions and issues.