Administration, Secretarial, Document Control
Location
BT6 9RT, Belfast, County Antrim, United Kingdom
Role Title: Executive Assistant
Reports to: Head of Corporate Affairs
Location: Castlereagh House, Belfast (Hybrid)
About Us
SONI (System Operator for Northern Ireland) is Northern Ireland’s Transmission System Operator (TSO). We manage the electricity grid to ensure that power can flow from where it is generated to where it is needed. We are now transforming the power system for future generations. Be part of the change!
Our focus is on safety, security and reliability. Our work environment is challenging, fast-moving, collaborative and team orientated. Our culture is driven by performance, knowledge and continual development. Our people are committed to reducing Northern Ireland’s reliance on fossil fuels and making decarbonisation a reality – while providing a safe and reliable electricity supply in a way that secures the future for those who follow us. Our future has never looked more exciting. This is an incredible opportunity to be part of it. The world is ready for change. If you are too, join us.
The Role
We are growing our Corporate Affairs team to support the SONI senior leadership team and Board of Directors as our organisation grows in scale and responsibility. Reporting to the Head of Corporate Affairs, the successful candidate will provide executive assistant, secretarial and wider information management support to our senior leadership team, including our Executive Directors.
The role holder will be a play an instrumental supporting role in the Office of the Chief Executive and support the leadership team with day-to-day diary management and administration, preparation of papers, agendas and minutes, monitoring inboxes, management of correspondence, event management and other related activity.
Key Responsibilities
* Day-to-day diary and email account management and other administrative support for SONI’s Executive Directors.
* Coordination of travel, accommodation and other associated tasks for the SONI Leadership and Management team.
* Management of timely internal and external correspondence, including drafting of correspondence, monitoring key email inboxes and telephone duties, ensuring timely responses.
* Timely preparation and coordination of key papers, including minutes and agendas, associated with the SONI Board, Executive Committee and wider leadership teams.
* Support with the administration of key governance processes e.g. filing of accounts as required.
* Ongoing event and meeting management, including external venue bookings, supporting room set up, catering orders etc including workshops, internal events, offsite events, stakeholder meetings.
* Administration of internal filesharing mechanisms and Board/Executive Committee information sharing platforms.
* Management and approval of annual leave requests and other.
* Delivery of financial administration including purchase orders and expenses.
What You’ll Need
Joining SONI as a Executive Assistant, you’ll need:
Essential:
* 4+ years’ experience in an administrative role reporting directly to senior leaders.
* Excellent written and verbal communications skills.
* Exceptional organisational and time management skills.
* Proficiency with Microsoft Office tools (Outlook, Word, Excel) and an ability to develop new software capability.
* Ability to work as part of a team, be proactive and work flexibly to meet the needs of the business.
* Experience of organising meetings and events.
* Demonstrable experience of overseeing financial administration e.g. expenses.
* Demonstrable experience of utilising internal filing systems.
Desirable:
* Experience of using Customer Relationship Management systems would be beneficial.
* Experience of supporting key governance processes, such as filing accounts, preparing Board papers etc. would be desirable.
* Experience of using internal filesharing software (e.g. Sharepoint) would be beneficial.
Applicants should note that based on the response, SONI may increase the shortlisting criteria.
What You Will Get
This is an opportunity to lead and contribute to the advancement of a critical component of the energy infrastructure. The rewards package includes a competitive salary commensurate with experience, eligibility for an annual performance related payment, private medical provision, competitive pension with employer matching arrangements, a variety of salary sacrifice schemes (e.g. pension, cycle to work and electric vehicle leasing) together with hybrid working arrangements (3 days office: 2 days working at home), flexible start and finish times, competitive holidays and complimentary car parking with electric charging point on site. If you are seeking a challenging and impactful role within the electricity sector, we invite you to apply.
Submit your application by uploading your CV with a cover letter (in one document).
Please note that successful applicant(s) is subject to AccessNI/International Security Check(s).
Closing date for applications is 21 March 2025.
SONI is an equal opportunities employer. SONI IS NOT providing sponsorship for this role.
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