Personal Assistant to Exec Director

We're NIMO (NI Maritime & Offshore Ltd.) a small but growing organisation working to develop and promote Northern Ireland's maritime and offshore sectors. We're looking for a part-time Personal Assistant to be the right hand to our Executive Director and a key part of how NIMO operates.

This is a hands-on, varied role where no two weeks look quite the same. You'll keep the Executive Director organised, manage communications, contribute to reports and briefings, and make sure nothing slips through the cracks. If you're the person who spots what needs doing before anyone else does, we'd love to hear from you.

What you'll do...

Executive & PA Support

• Manage the Executive Director's diary, schedule meetings, and handle travel arrangements
• Prepare correspondence, briefing notes, and documents on their behalf
• Handle incoming calls, emails, and queries - triaging what needs attention and when
• Take minutes at meetings and follow up on actions

Reporting & Communications

• Contribute to the drafting and formatting of reports, board papers, and funding updates
• Compile data and information from across the organisation to support performance reporting
• Help prepare presentations, briefing documents, and stakeholder communications
• Maintain mailing lists and support regular external communications

General Administration

• Keep office systems, files, and records organised and up to date
• Maintain contact databases and support stakeholder communications
• Order supplies and manage day-to-day office needs
• Support the smooth day-to-day running of the office

Finance Admin

• Raise and process invoices; support basic bookkeeping tasks
• Liaise with our external accountants when needed
• Track expenses and help monitor budgets

Grant Experience (Desirable, not essential)

If you have experience with grant-funded projects, brilliant - there's scope to take on more in this area. If not, no worries; it's not a dealbreaker.

• Assist with the administration of grant claims and financial returns
• Help maintain accurate records and support compliance and audit readiness
• Liaise with funders and partner organisations as required

What we're looking for...

You don't need to tick every box, but you should see yourself in most of these:

• Previous experience in an PA, executive assistant, or office coordination role
• Highly organised with a sharp eye for detail
• Proactive, you spot what needs doing and get on with it
• Confident communicator, both written and verbal
• Comfortable with Office 365 - particularly Outlook, Word, and Excel
• Discreet and trustworthy when handling sensitive or confidential information
• Valid driver's licence and access to your own transport

Bonus if you also have:

• Experience writing grant applications and proposals in a public sector, charity, or grant-funded environment
• Bookkeeping or financial administration experience
• Familiarity with CRM or project management tools

Candidates must have the right to work in the UK at the time of application. We are unable to provide visa sponsorship for this role.

The Details...

Location:  Belfast Harbour, Airport Road West - you will need your own transportation

Hours: 2.5–3 days per week (18.75–22.5 hours) - working pattern to be agreed.

Salary: £26,000–£32,000 FTE, paid pro-rata based on hours worked.

Contract:  Six-month contract (with possibility of extension), 2.5-3 days per week.

We genuinely support flexible working and encourage applications from anyone who needs alternative arrangements.

To apply, send your CV and cover letter to info@nimaritime.com by 12 noon on 15 July 2026.