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A fantastic opportunity has arisen to join a prestigious and well-established company located within the financial sector. The successful candidate will be employed as a Receptionist / Team Assistant and the role will be full time, office based at the company's stunning office in the heart of Manchester City Centre.  This position will suit someone who provides excellent customer service whilst simultaneously enjoying administrative duties and possessing great attention to detail. 

 

Key Responsibilities:

  • Acting as Front of House: responsible for maintaining the switchboard, dealing with all telephone enquiries & redirecting to the appropriate person / taking accurate messages.
  • Hospitality; meeting and greeting all clients on arrival, escorting them to meeting rooms, making & serving refreshments throughout the day.
  • Setting up/clearing out all meeting rooms ensuring they are left clean and tidy at all times and any presentation facilities are provided.
  • Oversee the diary booking system of meeting rooms.
  • Printing and binding presentation documents as required.
  • Overseeing the general upkeep of the office and ensuring it is fully stocked with stationery, kitchen and other supplies as required and reporting any issues to your line manager.
  • Ensuring the office and kitchen is kept clean and tidy throughout the day.
  • Responsible for helping to maintain the client CRM database.
  • Responsible for processing all incoming / outgoing post.
  • Scanning, photocopying, printing and filing duties.
  • Assisting the EA in collating and processing expenses for the Directors.
  • Assisting with arranging staff / corporate events as required.
  • Arranging team breakfasts, lunches etc in the office as required.
  • Providing ad-hoc support to your line manager and the wider team as required.
  • Assisting with the administration of file archiving and retrieval service.
  • Working as an integral part of the team

Person Specification:

  • At least 6 months experience in a customer facing/similar style role or within an office environment i.e. receptionist/administrator 
  • Well presented
  • Ability to use initiative and take ownership of tasks
  • Sufficient in navigating and understanding new systems quickly and efficiently all whilst maintaining a high standard of professionalism 
  • Confident liaising with all levels of seniority 
  • Professional and discrete

This is a brilliant opportunity to join a reputable company on a full time, permanent basis. 

Salary is up to £20,000.00 per annum depending on experience.  

Lily Shippen are experts in recruiting top business support talent, including PAs, EAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: Manchester
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £18,000.00
Salary to: GBP £20,000.00

An exciting opportunity has arisen for an experienced candidate to join a growing company based in Alderley Edge on a permanent basis.

This is a varied Executive Assistant role which will include providing support and administrative assistance to the executive management team, general office management support and operational duties. The successful individual will also oversee basic HR responsibilities such as the onboarding of new staff and have an active role in managing the Company’s HR platform.

This position will suit someone who enjoys a varied and hands on role where they can add value. 

Duties will include:

  • Providing administrative support across office operation requirements 
  • Arranging meetings
  • Preparing materials ahead of meetings, taking minutes and action points during meetings and tracking them through to completion
  • Covering a range of general administrative duties, including managing databases/trackers and performing basic book-keeping such as processing invoices & generating purchase orders
  • Providing day to day HR support
  • Assisting with booking travel and facilitating external and internal meetings
  • Compiling high quality presentations, reports and documents using various Microsoft packages such Powerpoint, Word and Excel
  • Processing expenses
  • General day to day office management duties such as liaising with external contractors and supporting HSE implementation and record keeping
  • Liaising with the site landlord and the IT support team to ensure the office facilities are operational and efficient
  • Ability to build long lasting, trusted relationships with members of the business
  • Will be willing to get involved where needed & be able to respond effectively and efficiently to change, all whilst remaining composed and with a good sense of humour.

Person Specification:

  • Proven experience as an Executive Assistant and/or Office Manager
  • Experience in basic bookkeeping and financial administration, including use of Xero or Sage is highly desirable
  • Proven record of managing confidential or business sensitive information, awareness of GDPR is essential
  • Knowledge & experience in managing social media platforms, such as twitter and Linkedin is highly desirable but not essential
  • Knowledge & experience in basic HR processes is highly desirable
  • Ability to prioritise effectively and coordinate requests across the senior management team and support the smooth running of the office
  • Positive, can-do attitude
  • Excellent eye for detail
  • Ability to closely follow direction from the executive management team while performing duties with independence and flexibility

This is an exciting opportunity to join a reputable and growing company on a permanent basis. You will be part of an innovative and friendly team.

Salary is up to £30,000 per annum, depending on experience.

Lily Shippen are experts in recruiting top business support talent, including PAs, EAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: Alderley Edge
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £25,000.00
Salary to: GBP £30,000.00

An exciting opportunity has arisen for an Executive Assistant to join a growing and welcoming company based in Ancoats, Manchester city centre on a permanent basis. 

This role would suit someone with transferable skills who is looking for the next step in their career or someone with up to 3 years PA experience who is ready for a new challenge. For the right candidate, there is scope for progression and the ability to take on more responsibilities over time. 

This is a full-time office based role. The position would support the Managing Director with secretarial and administrative support as well as effectively helping the Managing Director organise their day and manage workload.

Duties will include:

  • Coordinating and managing MD’s diaries and appointments
  • Ensuring MD is prepared for meetings and co-ordinating venues
  • Attending meetings and taking minutes as applicable
  • Screening telephone calls and enquiries, and handling them when appropriate
  • Dealing with correspondence, letters and emails
  • Monitoring MD’s email inbox
  • Booking travel – flights, train, hotels etc
  • Maintaining cheque books and other such documents
  • Coordinating multiple diaries and appointments
  • Photocopying, faxing, scanning and filing
  • Transcribing audio dictation / voice notes
  • Typing up letters, memos and reports and preparing the same ready for dispatch
  • Working with other members of the team with a view to providing holiday, illness and other cover when required
  • Preparing expense claims
  • Maintaining client contact details database and regular maintenance of MD’s ‘Contact’ database
  • Liaising with clients in a timely, professional and courteous manner

Person Specification

  • High level administrative skills
  • Excellent organisational
  • Attention to detail
  • Strong written and verbal communication skills
  • Dynamic and driven individual with initiative
  • Good IT skills: thorough working knowledge of Microsoft Word, Excel, Internet Explorer
  • Ability to proactively progress matters under supervision
  • Detailed orientated
  • Ability to prioritise and work to deadlines
  • Adaptable and flexible with a willingness to take on additional tasks and assist others when required
  • Flexible and adaptable 
  • Eager to learn and progress

This is a fantastic opportunity to join a fast-growing company with a great culture.

Hours will be 8am-5pm and salary is up to £28,000 per annum (depending on experience).

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: Ancoats, Manchester City Centre
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £25,000.00
Salary to: GBP £28,000.00

We are currently working with several clients looking to recruit temporary staff in the run up to and throughout the festive season.

 

We are looking for outstanding Administrative, FOH Reception, PA and EA staff to support small and large businesses across a range of sectors.


If you are available at short notice for interview and to start and are specifically looking for flexible work opportunities then we would love to hear from you.

 

Responsibilities will include (but are not limited to):

 

  • Front of House Reception – call handling, meeting & greeting, diary/meeting room management, organising refreshments/catering, setting up VC calls
  • PA/EA – diary management, travel arrangements, inbox management, gatekeeper tasks, event management
  • Team Assistant – managing multiple diaries, organising team travel and itineraries, expenses, event management
  • Administration -document and database management, processing expenses and raising invoices, research, printing, photocopying and scanning,

 

Skills and experience:

  • Previous experience (2 years +) within an office support role (preferably from professional, consultancy or financial services environment)
  • Exemplary communication skills (verbal and written)
  • IT savvy  (Microsoft Word, PowerPoint and Excel)
  • Strong multi-tasking skills and the ability to meet deadlines and prioritise own workload
  • Ability to build and maintain positive relationships with both internal and external stakeholders
  • Ability to display tact and diplomacy and maintain confidentiality at all times
  • Excellent attention to detail demonstrating high standards of work
  • Professional attitude and a positive approach
  • Flexibility regarding work tasks and hours of work

 

Hourly rate will range from £12 to £24 per hour depending on the role and level of experience required

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

 

Location: London
Job type: Temporary
Emp type: Full-time
Pay interval: Hourly
Pay rate from: GBP £12.00
Pay rate to: GBP £24.00

A fantastic opportunity has arisen for a Team Secretary to join a reputable and well established financial services company based in Leeds to cover a 12 month fixed term contract.

This role would suit someone with at least 3 years Personal Assistant experience, ideally within a financial services, professional services or legal environment.

The position will be full time office based. 

Duties will include:

  • Diary co-ordination and management for team members using Microsoft Outlook
  • Project manage office relocation or refurbishment (currently investigating both options)
  • Liaise with local Property Agent to shortlist, view, recommend possible new office space
  • Manage the refurbishment of that space
  • If an office refurbishment, liaise with contractors and building management to ensure work is completed on schedule and on budget with the least possible disruption to the team
  • Review and manage any lease issues that may arise 
  • Booking travel arrangements
  • Managing inboxes
  • Producing accurate correspondence
  • Preparing PowerPoint presentations using the company template and incorporating Excel
  • Creating PowerPoint presentations
  • Preparing documents in Word using the company template
  • Organising and co-ordinating internal and external lunches / meetings
  • Producing list of deal participants by collating relevant contact details from solicitors, vendors, advisors, funders, etc
  • Preparing new client documentation
  • Answering incoming telephone queries, take messages, field calls and organising conference calls
  • Processing Visa and cash expenses
  • Maintaining departmental filing system including electronic filing, client filing and archiving
  • Checking team inboxes and deal with urgent matters appropriately
  • Printing and binding of presentations
  • Updating and maintaining contacts database using in-house CRM system
  • Reception cover
  • Any other ad hoc duties as requested

Experience, Skills and Competencies Required

  • Previous PA experience required
  • Professional manner / approach 
  • Ability to build effective relationships between individuals and teams
  • Excellent communication and client handling skills
  • Proactive, ability to overcome setbacks and deliver results
  • Strive continually for success and show a commitment to excellence
  • Flexibility with regards to hours to meet the needs of the business
  • Team player

This is a brilliant opportunity to join a leading organisation on a contract basis. 

Hours will be 9am-5:30pm with flexibility required

Salary up to £32,000 per annum, depending on experience

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: Leeds
Job type: Contract
Emp type: Full-time
Pay interval: Monthly
Pay rate from: GBP £28,000.00
Pay rate to: GBP £32,000.00

A wonderful opportunity has arisen for an Executive Assistant to provide full organisational and logistical support to the Chief Executive Officer of a not-for-profit voluntary social enterprise. This position has arisen due to business expansion and restructure and is a fantastic opportunity for a highly organised and professional Executive Assistant looking to work in an entrepreneurial environment that is mission-driven, results-driven and community oriented. This is an extremely varied role, requiring both breadth and depth of experience, knowledge and skills in business administration, project and budget management, marketing and communications and highly proficient in use of software and technology.

 Duties will include:

  • Diary management, organising meetings
  • Building relationships with all relevant stakeholders (both internal and external)
  • Creating newsletters, drafting agendas,  taking minutes and following up on actions where appropriate
  • Compiling of reports and presentations, including undertaking research and analysis 
  • Contributing to projects and assisting in the development of policies and procedures as the organisation grows
  • Support improvement processes throughout the organisation and improve service and efficiencies, in particular with the accuracy and integrity of data across the organisation’s digital platforms.
  • Managing budgets and expenses whilst maintaining confidential matters with discretion.
  • Jointly with the CEO to be responsible for the company’s marketing and communications such as social media marketing and various company websites whilst liaising with outside stakeholders, suppliers and freelancers.
  • Assisting the CEO with personal affairs and requirements from philanthropic oriented responsibilities to personal travel arrangements, to purchasing of products and services.

Person Specification: 

  • Advanced Microsoft Office suite skills with extensive demonstrable experience of Teams, Outlook, Word, Excel and PowerPoint and social media platforms with outstanding IT and digital skills.
  • Experience of providing Executive Assistant support to C-Level Executives.
  • Significant experience of providing business, administration and management assistance at a senior level across organisations.
  • Strong project management, research & development skills.
  • Experience in report writing and designing presentations in PowerPoint or Keynote.
  • Excellent organisation and planning skills with the ability to manage a busy workload, often with conflicting priorities and tight deadlines, while remaining calm under pressure.
  • Strong communication skills. Must be able to accurately summarise and convey complex information to a range of audiences with impact and clarity.
  • Can do attitude, proactive and independent thinker who is happy to roll up their sleeves to get things done

The role will pay up £47,000 plus excellent benefits

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: London, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £45,000.00
Salary to: GBP £47,000.00

An exciting opportunity has arisen for a PA Team Leader to join a professional services company in central London. This role would suit someone who has previous experience of managing a large team across multiple locations.

As PA Team Lead, you will enjoy a highly responsible role supporting the team with workflow management and personal career goals/development. The successful candidate will play a key role in shaping a positive, cohesive and fun team environment while ensuring the needs of the business are met.

Duties include:

  • Line management responsibilities for the PA support team (across multiple locations)
  • Organising and leading team meetings
  • Managing workflow and arranging suitable cover for annual and sick leave
  • Promoting company values, best practice and that company policies are followed
  • Identifying gaps in training, suggesting courses and supporting individual team members with career development plans
  • Recruitment
  • Promoting a positive, cohesive and supportive team working culture

 

Skills and experience:

 

  • Previous line management experience, ideally gained within professional services
  • Solutions focused with sound judgement skills
  • Confident, approachable, empathetic and keen to build relationships across the business
  • Strong leadership skills
  • Time management skills and the ability to work under pressure
  • Strong MS Office knowledge
  • Good written English

A fabulous role and opportunity.

This role will pay £50,000 - £55,000 plus bonus and excellent benefits.

This is a fixed term contract role (18 months) with opportunity for a permanent conversion.

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: London, UK
Job type: Contract
Emp type: Full-time
Pay interval: Yearly
Pay rate from: GBP £50,000.00
Pay rate to: GBP £55,000.00

A unique new role has arisen, working for a luxury retail firm based in Wilmslow in Cheshire. This is a wonderful opportunity to join a friendly, small team, where no two days will be the same. The role is split between customer service duties and administration and would suit someone with previous customer service experience. The ideal candidate will facilitate working four days a week and the role is office based.  

This is a part-time, permanent position working Monday, Wednesday, Thursday & Friday. The client is happy to be flexible with regards to hours to meet the candidates needs. There may be occasions where working on a bank holiday is required to meet the needs of the business.

This is a fantastic role for someone passionate about gaining experience within the luxury retail space and who also enjoys administrative duties. You’ll be part of a friendly team with a great working culture and progression opportunities for the right candidate. 

Duties will include:

  • Delivering exceptional customer service
    • Meeting and greeting customers in reception, welcome them with a drink and find the relevant person for their appointment
    • Assisting with general queries, requests for information and appointments, in person, by phone and email
  • Assist customers throughout the process, from start to finish
    • Enter the sales order on Xero
    • Emailing regularly to remind customers of their next stage and to book appointments
    • Collect final balance, check everything on order correct and book collection
  • Managing return/hire paperwork
    • Liaise with warehouse team to identify any damages and report to line manager each week
    • File returned items with picking sheets into returned folder
  • Placing orders for general stationery and stock
  • Assist with effective break down of all returned and hired items
    • Ensure that everything returned/hired has been checked in and accounted for
    • Any damages or missing items identified and reported to the Assistant Manager
    • Urgent items are sent for express cleaning and alterations
  • General administrative support

Salary will be up to £26,000 per annum (full-time equivalent) depending on experience. 

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: Wilmslow, UK
Job type: Permanent
Emp type: Part-time
Salary type: Annual
Salary from: GBP £23,000.00
Salary to: GBP £26,000.00

A fantastic opportunity has arisen for an experienced Executive Assistant to join a growing company based in Manchester city centre to cover a fixed-term contract. This role will suit someone with at least 10 years experience in an EA role, ideally supporting at CEO or C-suite level on a 1:1 capacity.

The contract will last between 9-12 months, however, it may go permanent, depending on headcount and suitability. 

This role will have an ASAP start date and will move very quickly, as such, candidates will need to be immediately available or nearing the end of a contract in order to be considered. 

Duties will include: 

  • Organising meetings and providing assistance during presentations
  • Booking travel and accommodation, including occasional travel with the CEO
  • Taking notes and dictation at meetings and ensuring all actions are logged and followed up
  • Diary management and booking appointments/meetings
  • Organising events including internal and external catering and restaurant bookings
  • Dealing with incoming emails and post, corresponding on behalf of the CEO
  • Screening phone calls, enquiries and requests, and handling them where appropriate
  • Producing documents, briefing papers, reports and presentations
  • Liaising with internal and external stakeholders
  • Dealing with highly confidential information and material
  • Devising and maintaining office systems, including data management and filing
  • Carrying out background research and writing up findings
  • Meeting and greeting clients and guests on arrival to the office
  • Undertaking personal errands
  • Ad hoc support to other members of staff

Person Specification:

  • Experience in an EA/PA role is essential, ideally at least 10 years experience, at CEO/Director level in a 1:1 capacity 
  • Must be highly organised with excellent attention to detail
  • Discrete and professional at all times
  • Proactive and able to work on own initiative
  • Excellent interpersonal skills and able to liaise at all levels of seniority
  • Ability to use own initiative and take ownership of tasks
  • Used to working in a fast-paced and high pressured environment
  • Ability to deal with conflicting demands and priorities
  • Proficient in Microsoft Office packages including Word, Excel, PowerPoint
  • Strong numeracy and literacy skills
  • Experience in audio typing desirable
  • Flexibility with regards to hours, occassional weekend and evening work may be required to meet the needs of the business 
  • Educated to degree level or equivalent
  • Well presented

This is a brilliant opportunity to join a recognised company and add real value. 

Salary is up to £35,00 per annum depending on experience. Hours will be 9am-5:30pm but flexibility if needed.

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Job type: Contract
Emp type: Full-time
Pay interval: Monthly
Pay rate from: GBP £28,000.00
Pay rate to: GBP £35,000.00

Co-PA required to support a busy entrepreneur who owns several prestigious, high end venues throughout central London. Responsible for the running of these venues, the ongoing welfare and training of their employees and the strategy/communication needed to further grow and promote the group, this is one very busy individual. Working alongside their existing PA, workload will be shared with no power struggles expected. This is an ideal role for a PA used to working in the luxury goods/arts sector who has experience of supporting HNWI on both a business and private level. An incredibly varied and interesting role, with no day the same, you will be liaising with the higher echelons of society and on hand to handle whatever is required of you. You must be comfortable handling change, be able to anticipate needs and also work in a highly proactive way. Working within this supportive and collaborative office, your contribution will be critical to their success and will be very much appreciated. A wonderful role and opportunity.

Duties include:

  • Complex diary and meeting management 
  • International and domestic travel arrangements
  • Private PA duties - varied and interesting
  • Anticipating and resolving issues in advance
  • Email management – flagging urgent requests and following up as necessary
  • Close liaison with venues, their teams and a large clientele

Skills and experience:

  • Previous Private PA experience gained from within the luxury goods industry or private household
  • Advanced MS Office
  • Excellent written and spoken communication skills, able to confidently build internal and external relationships
  • Calm under pressure and able to multitask
  • Strong time management skills and the ability to work to tight deadlines

Salary - £40,000 - £60,000 (depending on experience) per annum, plus benefits

Lily Shippen are experts in recruiting top business support talent, including PAs, EAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.

Location: London, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £40,000.00
Salary to: GBP £60,000.00