Executive Support Assistant

• The role

   

  Executive Assistant, Administrative co-ordinator, captain of multitasking - you can call yourself whatever feels right because at Aflac Northern Ireland we’re different like that! For those that haven’t already heard at Aflac we help people cover medical expenses beyond their standard health insurance, and when they come to us, they really need us. So, in Belfast, our team are building great technology to support these customers in their time of need.  

  At Aflac Northern Ireland we’ve grown significantly since our launch in October 2019. We’re looking to continue to build out our highly talented team to include an executive support assistant to perform a variety of administrative tasks and help support Aflac NI’s Senior Leadership Team. The SLT at Aflac Northern Ireland are charged with executing the vision, strategy and governance of the organisation, as we mature as a 150-person tech and cybersecurity company based in Belfast.

  We are a flexible employer and will also consider applications from those seeking part-time hours.  Please note the minimum hours for the role would be 22.5 hours per week. 

  Reporting to the Managing Director, the role will need someone who enjoys working on multiple activities simultaneously, who loves working with people, and who values seeing how their contribution drives the overall success of the company.

  To be successful in this role, you should:

  • Be super organized. ...
  • Be Tech-Savvy. ...
  • Be cool, calm, and collected. ...
  • Be an ambassador. ...
  • Be trustworthy. ...
  • Be an excellent communicator. ...
  • Be an adept anticipator. ...
  • Be an on-your-feet thinker
  • Be able to multitask and prioritise 
  • Build strong working relationships with those around you

  Ultimately, your role will help to make Aflac NI a more efficient and successful organisation by providing personalized and timely support to the senior leadership team. This is hugely important role and brings a diverse range of activities where no two days are the same. You will have the opportunity to support a great team who are bringing strategic transformation to one of the biggest Fortune 500 companies in the United States.

  What you'll be doing 

  • Manage scheduling for the Managing Director
  • Draft, review and send communications on behalf of the Senior Leadership Team 
  • Organize and prepare for meetings, including gathering documents and attending to logistics of meetings, where appropriate 
  • Assist where appropriate with companywide or team specific events including but not limited to executive visits and offsites 
  • Communicate messages and information to the Managing Director
  • Prioritize emails and respond when necessary
  • Coordinate travel arrangements
  • Maintain various records and documents for meetings, key deadlines

   

  What you should have

  Don’t worry if you don’t have it all, it’s your intellect and attitude that we’re really after

  Essential 

  • Proven track record in Business Support, Executive Admin, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and executive administration work
  • Excellent written and verbal communication skills with the ability to tailor communication 
  • Commercial experience producing high quality materials used to convey concepts, strategy, and execution plans 
  • Demonstrated ability to work independently focusing on priorities, and managing a high volume of tasks 
  • Excellent interpersonal skills 
  • Strong organisational skills and attention to detail 
  • Practical experience with MS Office 365, Confluence, SharePoint, or similar documentation & presentation tools 
  • Professional qualifications or third-level education, preferably in a business-related discipline. Comparable commercial experience may also be considered 

  Desirable 

  Experience of working with a Technology company with a U.S. presence 

  Experience of project management, driving projects and activities to completion

  So that’s us. Thanks for taking the time to read this far (pretty impressive in the era of the 280-character tweet). We look forward to hearing from you if you fancy joining a tech innovation company with the agility of a start-up and the stability of a Fortune 500 U.S. company.

  Aflac Northern Ireland is an equal opportunities employer