Personal Assistant to Assistant Director Job at Brook-St Hiredonline (Belfast)

Job Description

We're currently recruiting for a temporary PA to Assistant Director for the Education Authority (EA), based in Belfast. This is an excellent opportunity for an experienced administrative professional to provide high-level, confidential support within a busy public sector environment. The successful candidate will be responsible for delivering comprehensive administrative and secretarial support to the Assistant Director, ensuring the efficient management of day-to-day operations, communications, and stakeholder relationships.

Job Responsibility

Provide a high-quality, professional and confidential administrative support service to the Assistant Director
Manage and coordinate the Assistant Director's diary, organising and prioritising appointments and commitments
Organise meetings, including scheduling, preparing agendas, collating papers, briefing attendees, greeting visitors, and arranging cost-effective travel where required
Take accurate minutes and maintain records of meetings and actions
Answer, screen and manage incoming telephone calls, responding directly where appropriate and redirecting enquiries as necessary
Log, prioritise and monitor incoming correspondence, ensuring deadlines are met and responses are coordinated effectively
Draft routine correspondence and prepare emails, letters, acknowledgements, reports, memos and other documentation on behalf of the Assistant Director
Collate information from multiple sources to produce coordinated responses and briefing materials
Conduct research using a variety of sources including the intranet, internet, policy documents and press articles
Maintain accurate records and filing systems, ensuring information is managed in accordance with relevant policies and procedures
Support the Assistant Director in managing relationships with senior stakeholders, education partners and business partners
Provide administrative support across the wider office team as required, including cover during periods of annual leave and peak workloads
Undertake any other duties commensurate with the role as required

Requirements

Previous experience providing high-level administrative, executive support, personal assistant or secretarial support within a busy office environment
Excellent organisational skills with the ability to manage competing priorities and deadlines
Strong attention to detail and a high degree of accuracy
Excellent verbal and written communication skills
Experience managing confidential and sensitive information professionally
Ability to build and maintain effective working relationships with stakeholders at all levels
A flexible, proactive and professional approach to work
Proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint
Strong diary management and coordination skills
Experience organising meetings and preparing documentation for senior managers
Excellent minute-taking and correspondence management skills
Strong administrative and record management capabilities
Three years of employment references

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Personal Assistant to Assistant Director

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