Personal Assistant & Logistics Coordinator.

We are seeking a highly organised, proactive and self-motivated Personal Assistant & Logistics Coordinator to provide direct support to a senior Director within an established international business based in South Belfast.

This is a varied position combining Personal Assistant (PA) duties, logistics coordination, supplier liaison and administrative support. You will play an important role in coordinating international deliveries, managing supplier communications, tracking incoming samples and ensuring shipping documentation is accurate and complete.

The position would suit someone who enjoys taking ownership, thinking ahead and keeping things running smoothly. You will need excellent communication skills, strong attention to detail and the confidence to work independently, manage competing priorities and maintain positive relationships with suppliers and shipping partners across different regions.

Previous experience within the company's industry is not required. We are more interested in finding someone with the right attitude, organisational ability and transferable skills.

Key Responsibilities

Personal Assistant support: Provide reliable day-to-day administrative and organisational support to a senior Director, helping manage priorities, information and outstanding tasks.
Logistics coordination: Monitor and coordinate international deliveries, proactively following up with suppliers and shipping companies to ensure items arrive on time.
Supplier relationship management: Communicate professionally with international suppliers and logistics partners, responding to queries, chasing outstanding actions and maintaining positive working relationships.
Sample coordination: Monitor incoming post and deliveries daily, ensuring samples are received, correctly identified and organised for assessment.
Shipping administration: Assist with the administration of international shipments, checking and maintaining accurate documentation relating to container deliveries.
Document control: Check paperwork for accuracy and completeness, identify discrepancies and follow up promptly to obtain missing or corrected information.
Problem-solving: Anticipate potential delays or errors, take appropriate action and escalate issues when necessary.
Administrative coordination: Maintain accurate records, monitor progress against deadlines and ensure important tasks are completed correctly and on time.
Operational support: Take on additional administrative, coordination and operational responsibilities as your knowledge of the business develops.
About You

You are an organised, resourceful and dependable individual who takes pride in getting things right. You can see the bigger picture while maintaining excellent attention to detail, and you understand the importance of following tasks through to completion.

You communicate confidently and professionally, adapting your approach to different people and situations. You are friendly and approachable but sufficiently assertive to chase responses, resolve issues and ensure deadlines are met.

You are comfortable working independently, using your initiative and making appropriate decisions without needing constant direction. You can be relied upon to identify potential problems, exercise sound judgement and maintain effective working relationships.

Essential Skills and Experience

Excellent written and verbal communication skills.
Strong organisational skills and exceptional attention to detail.
A proactive, self-motivated approach with the ability to work independently.
Confidence in coordinating tasks, following up on outstanding actions and managing competing priorities.
Strong IT skills and confidence using digital systems and office software.
Good judgement, problem-solving ability and the confidence to make appropriate decisions.
The ability to identify discrepancies, anticipate potential problems and ensure work is completed accurately.
A professional and personable approach to supplier liaison and relationship management.
Flexibility and a willingness to learn new processes and take on additional responsibilities.
Experience in one or more of the following areas would be advantageous:

Personal Assistant, Executive Assistant or administrative support.
Logistics coordination, shipping administration or freight documentation.
Purchasing, procurement or supplier coordination.
Office administration, operations support or similar coordination roles.
Spanish language skills would also be beneficial when communicating with international contacts.

Industry-specific experience is not essential. Training will be provided on the specialist aspects of the role.