Company Overview:

JANS Group is a modern, diverse, and customer-centric manufacturing company dedicated to delivering innovative solutions across multiple sectors.  With a strong commitment to quality, efficiency, and sustainability, JANS Group is at the forefront of technological advancement in manufacturing. We pride ourselves on a dynamic work environment that fosters collaboration, growth, and excellence.

 

Position Overview:

The Executive Assistant will provide high-level administrative support to the Head of the Commercial Vehicle Division, ensuring the efficient and effective management of daily operations. This role requires a proactive individual with exceptional organisational skills, the ability to handle sensitive information with discretion, and a commitment to supporting the executive in all professional capacities.

 

Key Responsibilities:

 

Administrative Support:

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and coordinate meeting agendas, materials, and follow-up actions.
• Handle correspondence, including emails, phone calls, and written communication, on behalf of the executive.
• Act as the first point of contact for internal and external stakeholders.
• Handle confidential and sensitive information relating to professional matters.
• Coordinate with staff or other service providers as needed.

 

Project Management:

• Support the executive in managing key projects, including tracking progress, deadlines, and deliverables.
• Assist with research, data analysis, and report preparation for various projects.
• Coordinate cross-departmental collaboration to ensure project objectives are met.

 

Event Coordination:

• Plan and coordinate internal and external events, including meetings, conferences, and company functions.
• Manage logistics, including venue selection, catering, invitations, and on-site coordination.
• Ensure events run smoothly and align with company standards.

 

Document Management:

• Prepare, review, and edit documents, presentations, and reports.
• Maintain organised and up-to-date filing systems, both digital and physical.
• Ensure all documentation is accurate, compliant, and readily accessible.

 

Financial Administration:

• Manage and reconcile expense reports and invoices for the executive.
• Assist with budget preparation and monitoring for departmental expenses.
• Liaise with the finance department to ensure timely processing of payments and reimbursements.

 

Special Assignments:

• Undertake special assignments as directed by the executive, including ad-hoc research, presentations, and strategic initiatives.
• Provide support in the development of new business opportunities, including market research and competitor analysis.

 

Person Specification:

 

Qualifications:

• Minimum of 5 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
• Experience in the manufacturing industry is an advantage.

 

Skills and Competencies:

• Exceptional Organisational Skills: Ability to manage multiple tasks, prioritise effectively, and meet deadlines.
• Strong Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with all levels of staff and external stakeholders.
• Discretion and Confidentiality: High level of integrity and the ability to handle sensitive and confidential information with discretion.
• Proactive and Self-Motivated: Ability to anticipate needs, take initiative, and work independently with minimal supervision.
• Advanced IT Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management software.
• Attention to Detail: Meticulous attention to detail in all aspects of work, from scheduling to document preparation.
• Problem-Solving Ability: Strong analytical and problem-solving skills, with the ability to troubleshoot and resolve issues efficiently.
• Flexibility and Adaptability: Ability to adapt to changing priorities and demands in a fast-paced environment.
• Professional Demeanour: Maintains a high level of professionalism, tact, and diplomacy in all interactions.

 

Additional Requirements:

• Willingness to work outside regular business hours as needed to accommodate the executive’s schedule.
• Ability to travel occasionally for business assignments.
• Valid driver’s license.

 

Application Process:

This is an excellent opportunity to work within a very successful and well-established business. If you think you possess the necessary skills and have a positive ‘can do’ attitude, we want to hear from you!

 

To apply for this vacancy, please send a CV, with detailed covering letter stating how you meet the criteria above, to:

 

The Talent Acquisition Team

The JANS Group

6 Caulside Drive

Antrim

BT41 2DU

 

The JANS Group does not accept applications or CVs via recruitment agencies.

 

As an equal opportunities employer, The JANS Group welcomes applicants regardless of age, sex, marital status, race, sexual orientation, religious belief, political opinion or disability.