VISIT BELFAST JOB DESCRIPTION

POSITION: Executive Administrative Assistant

2 Year (fixed term) Contract

Providing administration and project support around the delivery of Fleadh Cheoil na hireann

DEPARTMENT: Visitor Servicing and Destination Initiatives

REPORTING TO: Senior Visitor Services Project Manager

SALARY: £25, 152- £27, 517

Closing Date:Friday the 29th of August at 5pm

City centre location- office based 4 office days and 1 WFH (may change to 3 office days and 2 WFH after 6 months)

Applications form available onCareers – Corporate Visit Belfast

25 days annual leave + 11 days bank holidays

NILGOSC pension and Cycle to work scheme

PURPOSE:

This is an exciting opportunity to join the Visit Belfast team on a two-year fixed term contract. The post holder will primarily provide administrative support to the Visitor Servicing team.

Next years Fleadh Cheoil nah ireann, will be the largest celebration of traditional Irish music and culture, hosted in Belfast for the very first time. Visit Belfast is a key delivery partner for Belfast City Council.

The Executive Administration postholder will play a central role in supporting the wider Visit Belfast team in delivering administrative and project support on many of these projects: Visitor Servicing, Volunteering, Ticketing, Accommodation sourcing and booking, promotion and Industry Engagement. This postholder will also provide administration support for the Visitor Servicing team in day-to-day operations.

DUTIES AND RESPONSIBILITIES:

Assist the Visitor Servicing Departments, and colleagues in Visit Belfasts Marketing Communication and Business Development teams with administration and project support in 2026 and 2027.

• Assist in the development and maintenance of the database for Fleadh information both online and via other means.
• Assist the Visit Belfast Welcome Centre Duty Manager and the Ticketing Supervisor in the set up and update of the ticketing for the fleadh, using the Ticketsolve platform. (Training will be provided).
• Report on any data requested around VB Fleadh operations.
• Update budget records and raise Purchase Orders within the Visitor Servicing Budget lines.
• Assist with planning and administration for any outreach/industry engagement events in the run-up to the Fleadh.
• Provide support and assistance to the Visit Belfast Fleadh Accommodation Manager, and our Client Services Manager in securing allocations, prices and content from the accommodation sector.
• Update content on the Belfast Fleadh Pages. (Training provided on the Simple View Platform).

• Setting up, attending and updating action plans and minutes for internal meetings.
• Co-ordinate and update team diaries in relation to meetings and events for Fleadh.
• Assist with briefings, training programmes and Industry Engagement sessions for Visitor Servicing front of House Teams and Volunteers.
• Assist with planning of any staff/volunteer events and production of training materials and briefings.
• Collate information for quarterly reviews and assist with Visit Belfasts Quarterly and partner briefings.

GENERAL ADMIN DUTIES

• Data entry on Salesforce to support VS requirements. Training will be provided.
• Analyse and collate findings from the quarterly Visitor Satisfaction surveys for reports.
• Assist with record keeping regarding Health & Safety procedures.
• Assist with the administration requirements of the recruitment process within Visitor Servicing.
• Compile and analyse off site digital screen stats on a weekly basis using google analytics and reporting faults up the line in a timely manner.
• Provide administrative support to oversee the management of volunteers, cruise and any new visitor servicing projects.
• Any other duties as required by the Visitor Servicing management team.
• Provide support on generic Visitor Servicing projects e.g. Belfast Visitor Pass.

Person Specification Executive Administrative Assistant

Qualifications

Essential Criteria

• Minimum 5 GCSEs, or equivalent, at grade C or above, including English and Maths.

• Degree level or equivalent qualification OR 3 years similar work experience.

Desirable Criteria

• 3 years experience in an office/administrative role environment.

• IT qualification (e.g., ECDL, RSA/OCR Word Processing Stage III) and proven experience in the use of all Microsoft applications.

• Appropriate administration qualification(s) and/or relevant further education qualifications or professional memberships.

Relevant Experience

Essential Criteria

• At least 12 years experience within a similar role.

• Proven experience in the use of all Microsoft applications: Word, Excel, Access, Outlook, and PowerPoint.

• Experience of implementing and maintaining filing systems.

Desirable Criteria

• 2 years experience in a similar role.

• Office/facilities management experience.

• Some project management experience.

Special Aptitudes

Essential Criteria

• Excellent communication and interpersonal skills.

• Flexibility and ability to work well as part of a team.

• Good literacy and numeracy skills.

• Strong written English and attention to detail for content/data input and editing.

• Proven ability to work on own initiative on projects.

• Excellent planning and organisational skills.

• A self-starter, who is a team player, with energy, drive, and enthusiasm.

• Good time management skills.

• Ability to meet deadlines and work under pressure.