Why work for Smiley Monroe:
We’re the world’s biggest producer of ‘endless’ conveyor belts, with locations in Northern Ireland, Great Britain, India, and the USA. We are trusted by manufacturers of materials processing equipment in sectors spanning quarrying, construction & demolition, recycling & waste management, washing systems, and road construction.
Our industry is dynamic and fast-paced. We work hard but like to have fun too. Continuous improvement is at the core of our culture, and our values are unique: we’re passionate about having a safe place to work, we’re determined to succeed, and we believe in being close to our customers and solving their problems.
About the role:
The Executive Assistant provides high-quality administrative, organisational and coordination support to the Chief Executive Officer (CEO) and wider Senior Leadership Team.
The role is responsible for ensuring the CEO's time, priorities and commitments are effectively managed through proactive diary management, travel coordination, expense administration, reporting support and meeting preparation.
In addition, the Executive Assistant will support business growth initiatives through the identification, administration and management of funding and grant opportunities, including applications, claims and reporting requirements. As capacity allows, the role will provide administrative support to members of the Senior Leadership Team and support the coordination of company events, leadership meetings and special projects.
The successful candidate will be highly organised, discreet, proactive and capable of managing multiple priorities while maintaining excellent attention to detail and confidentiality.
What you'll be doing:
Executive Support
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Manage the CEO's diary, appointments and meeting schedules to ensure effective use of time and alignment with business priorities.
- Coordinate domestic and international travel arrangements, including flights, accommodation, transport and itineraries.
- Manage and process business expenses in a timely and accurate manner.
Screen, prioritise and coordinate requests, correspondence and administrative activities on behalf of the CEO.
- Prepare agendas, presentations, reports and meeting packs.
- Attend meetings where required to record actions, decisions and follow-up activities.
- Track key actions and commitments to support effective execution.
Leadership Team Support
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Provide administrative and coordination support to members of the Senior Leadership Team as required.
- Assist with meeting scheduling, document preparation and follow-up actions.
- Support the coordination of leadership meetings, workshops, strategic planning sessions and off-site events.
- Help maintain effective communication and organisation across leadership activities.
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Plan and coordinate company events, leadership meetings, off-site sessions and employee engagement activities.
Funding and Grant Management
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Identify, research and assess grant and funding opportunities that support business growth, innovation, people development and operational improvement.
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Coordinate the preparation and submission of funding and grant applications.
- Gather and collate supporting information from internal stakeholders.
- Manage grant administration activities, ensuring deadlines and compliance requirements are met.
- Prepare and submit funding claims and associated documentation.
- Maintain accurate records of applications, claims, approvals and funding outcomes.
- Produce reports on funding activity and opportunities for the Senior Leadership Team.
Reporting and Administration
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Compile, analyse and format reports, presentations and business information.
- Produce accurate documentation and maintain organised administrative records.
- Support the preparation of board, leadership and operational reporting packs.
- Maintain confidentiality and handle sensitive information appropriately.
- Identify opportunities to improve administrative efficiency and ways of working.
About you:
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Minimum of 3 years' experience in an Executive Assistant, Personal Assistant, Senior Administrator or similar role.
- Experience supporting senior leaders or executives in a fast-paced business environment.
- Experience coordinating complex diaries, meetings, travel arrangements and administrative activities.
- Experience preparing reports, presentations, meeting packs and business documentation.
- Strong organisational and planning skills with the ability to manage multiple priorities and deadlines simultaneously.
- Excellent written and verbal communication skills.
- High level of accuracy, attention to detail and professionalism.
- Strong problem-solving skills and the ability to work independently with minimal supervision.
- Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams.
- Ability to analyse, compile and present information in a clear and professional format.
- Confidence in building relationships and working collaboratively with stakeholders at all levels of the organisation.
- Ability to handle confidential and sensitive information with discretion and integrity.
- Proactive, self-motivated and capable of anticipating needs and taking initiative.
- Flexible and adaptable, with the ability to respond effectively to changing business priorities.
- Experience coordinating events, meetings or business activities involving multiple stakeholders.
- Strong administrative, organisational and record management skills.
- A continuous improvement mindset, with a focus on identifying opportunities to improve efficiency and effectiveness.
What you will get in return:
- Competitive Pay
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4 Day Week - 33 Hours Monday to Thursday
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Discretionary Bonus based on Company Performance
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Company Sick Pay
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Income Protection
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Life Cover
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Enhanced Maternity & Paternity Pay
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Pension Scheme
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Employee Assistance Programme
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Health Cash Benefit Plan
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Recruitment Referral Bonus
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Long Service Awards
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Health & Wellbeing Initiatives
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Social Events
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Learning & Development Opportunities
WE ARE AN EQUAL OPPORTUNTIES EMPLOYER AND WE WELCOME APPLICATIONS FROM ALL SUITABLY QUALIFIED PERSONS
