PA​/Executive Assistant

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To coordinate and deliver a range of administrative support services for the Chief Executive and Senior Management Team.

PA / Executive Assistant

Directorate

Chief Executive

£25,182 - £32,599 (DOE)

To coordinate and deliver a range of administrative support services for the Chief Executive and Senior Management Team.

• Reports directly to the Chief Executive.
• Provides organisational support, primarily to the Chief Executive, and, as required, to the Senior Management Team, HR Consultant and Board of Directors.
• Interacts with Visit Belfast's funders, key stakeholders, corporate partners, designated suppliers and all public and private sector stakeholders.

• Ensure that the work of the Chief Executive's 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 Executive's 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.
• Assist the Chief Executive and Directors in the development and maintenance of effective working relationships with key stakeholders.
• Handle communications on behalf of the Chief Executive: greeting visitors, receiving, prioritising and actioning the Chief Executive's 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.
• Work with the Chief Executive and Directors to coordinate the business planning process, ensuring the timely development of plans for approval by Visit Belfast's Board.
• Coordinate the updating of activity and evaluation schedules to demonstrate progress against KPIs.
• Coordinate and contribute to the preparation of reports and presentations for the Chief Executive, Directors and the Board, its Committees, key stakeholders and corporate partners.
• Responsible for ensuring the accurate and timely production of Board agendas and supporting papers for Visit Belfast's Chief Executive, Chairman and Board of Directors, Audit, Finance and HR Committee, Operations Committee and Remuneration 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.
• Administration of 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 company's terms and conditions, and minute taking at HR related meetings, as required.
• Working with the Directors and HR Consultant to develop and implement procedures i.e. sickness and absence records reporting, annual leave recording, training and development and personnel…