Business Support Executive (Belfast)

Honeycomb Jobs is delighted to be working with our charity sector client, to recruit a permanent Business Support Executive based on site in Belfast.

The Client - Our charity sector client has the primary objective to oversee the delivery of a major Belfast visitor attraction. The organisation are the owners and guardians of a major attraction and manages the operator contract for the building.

The Role - This credible position for providing administration and business support to the CEO and Board Members of the Company. The post holder also provides support to the wider team on various projects including heritage initiatives. Duties will include but will not be limited to:

• Support the CEO and Board with diary management and administration as well as responsibility for the smooth running of the office, ensuring appropriate policies and procedures are in place.
• General administrative duties as required, including the drafting of correspondence, minutes, papers and reports.
• Arrange meetings, prepare and circulate agendas and papers and take minutes as appropriate for the Board to a high and accurate standard.
• Ensure appropriate meeting room is booked, and catering requirements are met.
• Organise Team Away Days and Board Study Trips, including booking all travel and accommodation needs and researching and developing itineraries.
• To organise and co-ordinate meetings and conference events on behalf of the Chief Executive and Board members and associated personnel, both in person and on-line as appropriate.
• Liaise and develop relationships with key stakeholder secretarial/business support teams.
• Office management including the creation and management of internal office procedures and updating company policies as directed by CEO and Board
• Draft, implement and monitor office policies to comply with the requirements of Health and Safety legislation. This includes acting as the Health and Safety Co-ordinator and undertaking health and safety risk management for the office.
• Be the first point of contact for visitors and callers to the office.
• To maintain appropriate levels of all office stock and to organise maintenance of office equipment
• Maintain and update all necessary HR Records and support Board and staff recruitment.
• Create, maintain and update a central database of all contacts and stakeholders.
• Liaise with schools, colleges, universities regarding requests for information, student placements, interns and work experience. Supervise the work of student interns to maximise learning experience.
• Update and maintain the databases for assets and artefacts.
• Be the first point of contact for queries regarding the donation or purchasing of artefacts from the public, and any heritage enquiries.
• Support CEO to review and update artefact policy.
• Manage and oversee storage requirements for paper archives.

The Person

As the successful candidate you will have the following background and experience:

Essential:

• 3 years' experience of working in a fast-paced environment, in a complex organisation.
• 3 years' experience working as an Executive or Personal Assistant to Chief Executive and Board, including calendar and email management.
• 3 years' experience of taking accurate meeting notes and minutes at Board level
• 3 years' experience of meeting targets and deadlines and working effectively under pressure.
• 3 years' experience of carrying out research and preparing briefing papers and presentations for senior management.
• Evidence of good general numeracy, literacy and communication skills.
• Excellent communication skills and the ability to respond to communications appropriately on behalf of the Chief Executive.
• IT and Computer Literacy, particularly the Microsoft Office suite.

Desired:

• 2 years' experience working as an Executive or Personal Assistant in tourism/heritage environment
• 2 years' experience of collating information for the purposes of performance management/monitoring
• 2 years' experience of delivering projects.

To speak in absolute confidence about this opportunity please send an up to date CV via the link provided or contact David McClure, Principal Recruitment Consultant at Honeycomb on 02896 207050.

If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss.

Honeycomb is committed to providing equality of opportunity to all.

Even if this position is not right for you, we may have others that are. Please visit Honeycomb to view a wide selection of our current jobs www.honeycomb.jobs

** Please note, we are receiving an exceptionally high number of applications and present and will be unable to shortlist candidates who are not meeting the specific requirements for this role. Due to the high volume of applications, we may be unable to provide individual feedback. We thank you in advance for your understanding. **