Personal Assistant to the Chief Executive
Closing Date: 25th July 2025 midday
The Role:
Type: 6- month position with possibility to extend
Department: Chief Executive Office
Reporting to: Chief Executive Officer
Salary Range: £25182- £32599 (DOE)
Location: 9 Donegall Square North, Belfast BT1 5GB
Duties & Responsibilities:
- Ensure that the work of the Chief Executives office is organised, supervised and monitored so as to maximise efficiency and effectiveness, including establishing and maintaining an appropriate filing and record system for the Chief Executive and wider organisation, both manually and using appropriate software, archiving company data and ensuring its easy retrieval.
- Manage the Chief Executives diary. Organise and coordinate meetings and events on behalf of the Chief Executive and Directors, including scheduling appointments, liaising with attendees, booking venues, preparing agendas, minuting meetings, following up on actions.
- Make travel arrangements and manage the expenses of the Chief Executive, including sourcing and booking flights and accommodation, arranging currency, obtaining visas, preparing travel documents and schedules.
- Handle communications on behalf of the Chief Executive: greeting visitors, receiving, prioritising and actioning the Chief Executives telephone calls, mail and emails, redirecting as appropriate and responding confidentially and professionally in a timely manner.
- Communicate effectively with other Visit Belfast Departments to ensure integrated activity across the organisation, including drafting staff memos and communications to be issued by the Chief Executive and assist in the organisation of staff briefings and events.
- Support the work of the senior management team by coordinating and attending weekly SMT meetings, drafting and circulating agendas and ensuring actions points are delivered
- Responsible for ensuring the accurate and timely production of Board agendas and supporting papers for Visit Belfasts Chief Executive, Chairman and Board of Directors, Finance and HR Committee, Audit Committee, Remuneration Committee and Marketing Committee
- Attendance at Board and committee meetings, ensuring that Board and Committee decisions are properly recorded and ensuring actions are implemented.
- Maintenance of tender and procurement documentation and ensuring that records are kept up to date.
- Assist the Director of Business Development and Director of Finance to administer the conference subvention scheme, including coordination of, and attendance at, panel meetings, taking accurate minutes and ensuring that decisions are properly recorded, and maintenance and filing of subvention documentation
- Working with the Directors and HR Consultant to coordinate personnel administration, including: coordinating recruitment campaigns, setting up and maintaining HR files, induction training for new employees in line with the companys terms and conditions, and minute taking at HR related meetings, as required.
Personal Specification:
Essential:
Qualifications
- Minimum 5 GCSEs, or equivalent, at grade C or above, including English and Maths.
Relevant Experience
- Minimum of 3 years experience within a similar role.
- Experience of diary management, and planning and organising meetings.
- Proven experience in the use of all Microsoft applications: Word, Excel, Outlook and PowerPoint.
- Experience of servicing Board meetings and writing minutes.
- Experience of producing documents, briefing papers, reports and presentations.
- Experience of implementing and maintaining filing systems
- Experience of making travel arrangements
Special Aptitudes
- Excellent communication and interpersonal skills.
- Flexibility and ability to work well as part of a team.
- Good literacy and numeracy skills.
- Proven ability to work on own initiative on projects.
- Excellent planning and organisational skills.
- Good time management skills.
- Ability to meet deadlines and work under pressure.
Circumstances
- Flexibility and availability to work outside normal office hours as required.
Desirable:
Qualifications
- IT qualification i.e. ECDL, RSA/OCR Word processing Stage III and proven experience in the use of all Microsoft applications.
- Appropriate PA or administration management qualification/s and/or relevant further education qualifications or professional memberships.
Relevant Experience
- Previous experience of providing administrative support at Chief Executive/Board/Director Level.
- Office/Facilities management experience.
- Experience of HR and personnel administration.
We Offer:
- Attractive pension scheme with a 20.5% employer contribution
- Opportunity to work at a city-level, working with leading industry partners and where you can make a real impact.
- 25 days annual leave (pro rata) with an additional 11 public holidays.
- Inclusive working environment with regular staff engagement events and activities.
- Hybrid working (4 office days and 1 day working from home)
- Opportunity to work in a dynamic, fun and welcoming industry.
Apply Now
CVs should be sent to by clicking Apply below.
Visit Belfast is an equal opportunities employer
Closing date: 25 July 2025 midday
Late applications will not be accepted
