Role Details
| Closing Date: | 25th July 2025 12:00pm |
|---|---|
| Company / Division: | Visit Belfast |
| Website: | https://visitbelfast.com/ |
| Location: | Visit Belfast |
| Salary: | £25,182 - £32,599 |
| Contract Type: | Full Time |
Job Description
PURPOSE:
Visit Belfast is seeking a highly organised and proactive Executive Office Manager to support the Chief Executive and senior leadership team. This pivotal role ensures the smooth running of the Chief Executive’s office, drives efficiency across the organisation, and underpins the governance of Visit Belfast through exceptional administrative and coordination support.
DUTIES AND RESPONSIBILITIES:
- 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.
- 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
- 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, 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 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 matters in accordance with company policies and procedures.
- Coordinate the company’s Health and Safety Committee under the guidance of the Director of Finance.
- Assist the Director of Finance to ensure shared areas are maintained and fire safety regulations are implemented, communicated and adhered to.
- Manage and maintain appropriate levels of all office stock.
- Provide a receptionist service to all visitors and callers to Visit Belfast.
- Any other duties as required.
- Assistance in the organisation of, and attendance at, Visit Belfast events as required.
- To undertake, when necessary work out of normal office hours.
- To carry out all duties with full regard to the Visit Belfast’s equal opportunities and fair employment policies.
- Travel on behalf of Visit Belfast may form part of the job.
Additional Information
For full details please refer to the job description below.
To apply to the role, please send your CV to jobs@visitbelfast.com by Friday 25th July at 12pm.
