Executive Assistant

Honeycomb is delighted to partner with a prestigious global Professional Services firm to recruit for an Executive Assistant for their Senior Leadership team who are based in Belfast. The role is full time and permanent with a hybrid working model.

The Client

Our client is a Global firm who have a large office presence in Belfast. They are committed to a culture of collaboration and high performance, and are recognised as a true leader in their field.

The Role

The role of Executive Assistant will support the Senior Leadership team with a range of high level administrative duties such as:

• Proactively manage and understand Partners and Practice Manager diaries using business knowledge to prioritise commitments. This will include organising appointments, conferences and meetings via multiple methods (videoconferencing, teleconferencing, client office software etc.), considering lead and travel times, and coordinating meeting preparation and post-meeting actions.
• Coordinate detailed, multi-centred travel arrangements and provide detailed itineraries. This includes consideration of short/long term accommodation, visas, off-site meeting requirements and other business commitments. Ensure relevant global travel is included in the International BD visit report.
• Coordinate and assist with global visits/visitors.
• Strong project management experience, including preparing concise project status updates and progress reports for Partners and Practice Manager.
• Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing attendee lists, dietary requirements, and managing logistics.
• Coordinate with venues, menu planning and ensuring costs are maintained against budget.
• Proactively manage all communications both in and out of the Partners and Practice Manager's office; maintaining responsibility for ensuring that matters are actioned in a timely way.
• Manage own email and Partners and Practice Managers' email as required, responding to or drafting responses as appropriate.
• Filter, evaluate and prioritise incoming communications (electronic and postal), proactively dealing with queries (including meeting invites) and raising with the Partners /Practice Manager when necessary.
• Produce/draft outgoing communications and documents as instructed by the Partners and Practice Manager.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of Partners and Practice Manager objectives.
• Seamless management of stakeholder expectations. Take necessary steps to ensure that team members and business stakeholders are aware of the Partners/Practice Manager's and your own movements. Ensure all stakeholders receive consistent, high-quality communication and their expectations are managed.
• Coordinate and produce accurate compliant documents and correspondence reports and presentations.
• Help Partners and Practice Manager to build, manage and maintain strong relationships with clients and their secretaries by demonstrating diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for them and the team. This includes proactively maintaining accurate client contact information and ensuring client related activities are recorded on the relevant databases (including Inter Action) and keeping abreast of Partners and Practice Manager BD objectives.

Qualifications, Skills and Experience

• Minimum of 5 years demonstrable experience as an Executive Assistant, Executive Support or Practice Executive, providing support to senior leadership (Partners or C-Suite equivalent) within a professional services environment.
• Excellent written and verbal communication skills with a demonstrated ability to build effective and trusting relationships with people internally and externally to the firm
• Demonstrates a strong business sense and can interpret priorities and make sound judgment calls when needed
• Proven high level organisational and time management skills with the ability to think ahead, prioritise workload,
• Typing speed minimum of 55wpm with 98% accuracy
• Intermediate skill level with Microsoft Office…