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An exciting opportunity has arisen for an experienced Executive Assistant to support the Chief Executive, President and the Board of a fantastic organisation based in Salford on a permanent basis.

This role will have a hybrid working model and the successful candidate will be able to work both in the office and from home. 

Duties will include: 

  • Providing effective and efficient support to the CEO, President and Board
  • Diary management - ensuring the most efficient use of time and availability, accessing importance and urgency 
  • Arranging meetings: circulating schedules and managing co-ordination of diaries to ensure all necessary attendees are available and their commitments are fully communicated
  • Preparing of reports and agendas, taking confidential minutes, electronic distribution of papers and ensuring appropriate company records are well maintained for the Board of Directors
  • Arrange all travel, hotels and papers for the CEO, President & Board in a timely way whilst also maintaining agreed budgets
  • Run focused weekly update meeting with the CEO and secretariat staff to ensure commitments and workload are fulfilled
  • Supporting the Chief Executive and Accountant (also Head of Governance) with delivering good governance requirements
  • First point of contact for incoming emails, letters and telephone calls for the CEO and President and processing or redirecting as appropriate whilst ensuring all communications are carried out in a professional, courteous and timely manner
  • Compiling communications for the CEO and President and ensuring that they are distributed to the relevant audience and through the relevant channel i.e. email, website, social media
  • Maintaining the Board’s Electronic Folder area with up to date papers, policies and relevant information for sharing with Directors and Committee Members
  • Line management to the company's  administrator and covering their duties in absence on an ad hoc basis 
  • Supporting the Director induction process and maintaining the upkeep of the Board’s Induction Manual
  • Researching, prioritising and following up on incoming issues and concerns, including those of a sensitive or confidential nature, determining the appropriate course of action, referral or response
  • Assisting with the organisation of events and committee meetings etc
  • Ad hoc administrative support as and when required 

Person Specification: 

  • Previous experience as an Executive Personal Assistant at CEO/Board level
  • Advanced IT and keyboards skills and knowledge of MS Office 365 applications including Excel and PowerPoint, and utilising Zoom, the internet and web-based databases
  • Knowledge of Board Information/Reporting Systems
  • Excellent minute taking skills
  • Strong organisational skills and time management with evidence of relevant techniques and understanding of project management methodologies
  • Excellent written and verbal communication, administrative and organisational skills
  • Natural ability to liaise and communicate with people at all levels with a high level of diplomacy and professionalism
  • Empathy and experience in working with multi-cultural, multi-geographical settings
  • Ability to prioritise and multi-task
  • Ability to use initiative, with good problem-solving skills
  • Educated to Degree level or equivalent
  • Knowledge of French, Spanish or German would be an added bonus

Standard working hours are 9:00 to 17:00 although flexibility is required in order to ensure core objectives are achieved.  International travel may also be required.

Salary up to £35,000 per annum, dependent upon experience

This is an excellent opportunity to join a forward-thinking and passionate organisation led by influential and powerful individuals. 

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: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £30,000.00
Salary to: GBP £35,000.00

2nd EA required to work in the office of the Chairman of a global media and marketing firm. Working alongside the EA to Chairman, this role will combine the traditional elements of the support role with emphasis on event organisation and coordination, investor relations, coordination of media appearances and annual results days. This will be a busy and demanding role (both in terms of workload and complexity) and therefore ideal for a highly organised, proactive and flexible individual who thrives under pressure, can work at pace and who can handle change with a calm and professional manner. 

Duties include:

  • Diary and meeting coordination, across timezones
  • Event organisation, planning, logistics 
  • CRM management and input
  • Roadshow organisation
  • Organisation and delivery of AGM and results days
  • Internal and external comms
  • Extensive internal and external communication and relationship building
  • Scheduling of personal appearances, social media monitoring and podcast research

Skills required

  • At least 5 years’ relevant PA / IR / events experience
  • Experience supporting HNW or global level C Suite
  • Business level written and spoken English
  • Flexible attitude to hours, duties and responsibilities

A fantastic opportunity for someone to gain real involvement and exposure to this agile and innovative business.

Salary - £50,000-£55,000 (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: St. James's, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary: Negotiable

A brilliant opportunity has arisen for a temporary PA to join a reputable company based in Manchester city centre to cover staff holiday.

You must be immediately available and able to travel into Manchester city centre to be considered.

Duties will include: 

  • Diary management
  • Booking travel and accommodation
  • Responding to emails
  • Meeting and greeting guests and clients 
  • Ordering catering for meetings
  • Inbox management
  • Organising meetings and preparing of meeting materials
  • General administrative and PA support 

Person Specification

  • At least 2 years experience as a Personal Assistant
  • Flexible and adaptable
  • Confident picking things up quickly
  • Good attention to detail
  • Ability to use initiative and take ownership of tasks 
  • Excellent verbal and written English language skills
  • Proficient with Microsoft packages 
  • Team player 
  • Professional 

Hourly rate will depend 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: Manchester
Job type: Temporary
Emp type: Full-time
Pay interval: Hourly
Pay rate from: GBP £10.00
Pay rate to: GBP £15.00

A brilliant opportunity has arisen for an Administration Assistant to join an international law firm on a permanent basis, working within their Manchester city centre office. 

Due to growth within the company, they are looking to hire an additional Administration Assistant in our Manchester office to provide full administrative support to the busy Real Estate Finance Security team in the Manchester office and also to support the national team. 

Duties include:

  • Making large scale applications for searches and document requests and monitoring to ensure prompt delivery
  • Using Land Registry Portal and online searches services
  • Liaising with search providers regarding large scale portfolio applications and assisting with associated queries
  • Obtaining documents and confirmations from local authorities and other third parties and assisting with associated queries
  • Downloading from local authority portals or making contact by email and telephone, and managing all requests
  • Managing datarooms and electronic storage and filing of deeds, documents, correspondence and other documentation
  • Scheduling and compiling bibles of documents
  • Checking of schedules and management of documents
  • Engrossing fixed charges and other documents
  • Compiling pdf documents with numerous annexes, electronic signatures and arranging dating
  • Collating due diligence packs for fee earners, particularly for large scale charging portfolios
  • Assisting with the administration of file archiving and retrieval service
  • Ad hoc administrative duties where required

Person Specification: 

  • Ability to prioritise work effectively and meet deadlines
  • Strong attention to detail with a methodical and logical approach
  • A strong team player
  • Bright and enthusiastic
  • Ability to use initiative and apply common sense
  • A positive and proactive attitude
  • Flexibility and commitment
  • An ability to operate autonomously with minimum supervision – a self-starter
  • Good computer skills, including knowledge of MS Word and Excel (essential)
  • Previous experience in an administrative role (desirable)

This is a brilliant opportunity for a bright graduate who is looking to gain administrative experience within a reputable firm who are welcoming and forward-thinking. 

The salary for this role is up to £19,000 per annum (depending on experience) and the hours are 9am-5pm. 

If you are experiencing any issues submitting your CV to this vacancy, please feel free to email your CV over directly to emma@lilyshippen.co.uk
 
 

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: Manchester, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £18,000.00
Salary to: GBP £19,000.00

A fantastic opportunity has arisen for a Receptionist to join an international law firm on a permanent basis, working within their Manchester office.

This role will involve working in the main reception area as well as working closely with Receptionists across the other UK offices, including assisting in picking up calls or arranging meetings in other areas.  

Duties include: 

  • Delivering a quality professional reception service to the firm's clients, partners and employees at all times
  • Maintaining the Reception area to ensure that it is always smart, professional looking and tidy
  • Meeting and greeting clients and visitors
  • Answering all incoming telephone calls and re-directing to the appropriate person, taking accurate, clear telephone messages and passing on to the relevant person in a timely fashion
  • Setting up telephone, conference calls and AV facilities
  • Ensuring catering and presentational requirements are provided for each room booking, as necessary. If outside catering is required for an event, ensure this is in place meeting the requirements of the host
  • Ensuring the meeting room(s) are cleared promptly after use and client ready at all times
  • Ensuring the client kitchen facility and equipment is kept clean and tidy at all times.
  • Assisting with preparing for and running marketing events in the office, which may require working out of hours from time to time
  • Making travel arrangements and bookings
  • Assisting General Office/Office Manager with admin to include:
    • Building access control
    • Catering Supplies ordering
    • Invoices
    • Expenses

This list of duties is not exclusive or exhaustive and may be subject to change depending on the needs of the business.

Person Specification:

  • Excellent communication skills; oral and written
  • Able to operate autonomously and/or with minimum supervision
  • Able to use initiative and be proactive
  • Flexible and committed
  • Driven and enthusiastic
  • A willingness to learn
  • A self starter
  • Strong attention to detail with a methodical and logical approach
  • Common sense
  • Strong client focus
  • Good humour and positive outlook
  • Polite with a calm and professional manner
  • Tidy and professional appearance (You will be provided with a uniform).

Experience

  • Previous office and reception experience (essential)
  • Experience of setting up AV equipment (desirable)
  • Experience of Condeco (desirable)
  • Good computer skills (including Outlook, Microsoft Word and Excel)

This is a brilliant opportunity to join a reputable and forward-thinking company. The hours for this role will be 8am-4pm and the salary is up to £23,000 per annum (depending on experience).

If you are experiencing any issues submitting your CV to this vacancy, please feel free to email your CV over directly to emma@lilyshippen.co.uk
 

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: Manchester, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £20,000.00
Salary to: GBP £23,000.00

A brilliant opportunity has arisen for a Receptionist/Team Assistant to join an international law firm on a permanent basis, working in their Manchester city centre office. This role will involve working on the main reception area as the face of the Manchester office, as well as working alongside the Team Assistants providing administration support to Partners, fee earners and PAs.  

Duties include:

  • Answering all incoming telephone calls and re-directing to the appropriate partner or employee
  • Taking accurate, clear telephone messages and passing on to the relevant person in a timely fashion
  • Keeping an accurate record of meeting room bookings
  • Ensuring that the necessary catering and presentational facilities are provided for each room booking
  • Ensuring that the meeting room(s) are cleared after use, including tidying the client kitchen facility as required
  • Responsible for setting up telephone and video conference calls
  • Maintaining the Reception area to ensure that it is always smart, professional looking and tidy
  • Assisting with preparation for and running of marketing events at the office, which may require working out of hours from time to time
  • Working as an integral part of the fee earner support team
  • Filing and file management, including file opening and closing
  • Assisting at internal and external seminars
  • Producing and engrossing documents
  • Scheduling and compiling bibles of documents
  • Obtaining official copy documents from various local authorities and other third party search providers
  • Using Land Registry Portal and TM Group (online searches services)
  • Administering NHBC applications
  • Filing of deeds, documents, correspondence and other documentation
  • Maintaining filing and document management systems
  • Assisting with the administration of file archiving and retrieval service
  • Scanning, photocopying, printing and filing
  • Ad hoc administrative duties where required
  • Provide support and cover for administrative staff and assist other departments as required
  • Assisting with incoming/outgoing post duties

This list of duties is not exclusive or exhaustive and may be subject to change depending on the needs of the business

Person Specification:

  • Exceptional client service skills
  • Good communication skills both oral and written
  • Ability to use initiative
  • A positive and proactive attitude
  • Flexibility and commitment
  • An ability to operate autonomously and/or with minimum supervision
  • Drive and enthusiasm
  • A willingness to learn
  • A self starter
  • Strong attention to detail with a methodical and logical approach
  • Common sense
  • Strong customer focus
  • Good humour
  • Polite with a calm and professional manner

Experience 

  • Minimum 12 months' experience
  • Good computer skills (including Outlook, Microsoft Word and Excel)
  • Previous office and reception experience (desired)

This is a great opportunity for someone with previous experience to join a forward thinking, inclusive and welcoming company. The hours for this role are 9:30am-5:30pm.

The salary is up to £19,000 per annum (depending on experience).

If you are experiencing any issues submitting your CV to this vacancy, please feel free to email your CV over directly to emma@lilyshippen.co.uk
 

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: Manchester, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £18,000.00
Salary to: GBP £19,000.00

A brilliant opportunity has arisen for a Team Assistant to join a leading international law firm based in Manchester city centre on a contract basis. This role will be a 6 month fixed term contract and would suit a Graduate with some administration experience who is looking to further develop their skill set.

This role involves the provision of full administrative support to the Partners, fee earners and PAs in all departments. This role offers a diverse range of tasks that provide a breadth of experience in developing a wide range of skills within a professional firm.

Working hours for this role are 8am to 4pm.

Duties include:

  • Working as an integral part of the fee earner support team
  • Exceptional client service skills
  • Filing and file management, including file opening and closing
  • Assisting at internal and external seminars
  • Producing and engrossing documents
  • Scheduling and compiling bibles of documents
  • Obtaining official copy documents from various local authorities and other third-party search providers
  • Using Land Registry Portal and other online searches services
  • Filing of deeds, documents, correspondence and other documentation
  • Maintaining filing and document management systems
  • Assisting with the administration of file archiving and retrieval service
  • Scanning, photocopying and printing
  • Ad hoc administrative duties where required
  • Provide support and cover for administrative staff and assist other departments as required
  • Assisting with incoming/outgoing post duties
  • Covering reception when required

Person Specification:

  • Previous experience in an administrative role
  • A thorough understanding in Microsoft Office
  • Enthusiastic and flexible
  • A positive and proactive attitude
  • Excellent verbal and written communication skills
  • Ability to effectively handle and prioritise competing demands and work within deadlines
  • Strong attention to detail with a methodical and logical approach
  • An effective and committed team player
  • Ability to use initiative and apply common sense
  • An ability to operate autonomously with minimum supervision – a self-starter
  • Ability to maintain confidentiality of information
  • The flexibility to work outside normal hours may be required from time to time

This is an exciting opportunity to join a friendly and well respected company. 

The salary is up to £18,500 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: Manchester, UK
Job type: Contract
Emp type: Full-time
Pay interval: Monthly
Pay rate from: GBP £17,000.00
Pay rate to: GBP £18,500.00

A brilliant opportunity has arisen for an experienced Receptionist to join a leading international law firm on a temporary basis. This will be a role to cover reception whilst the company recruit for a permanent receptionist. Should the temporary candidate be interested in the permanent position, the client will look to consider them on a temp-to-perm basis. 

Duties will include: 

  • Delivering a quality professional reception service to the firm's clients, partners and employees at all times
  • Maintaining the Reception area to ensure that it is always smart, professional looking and tidy
  • Meeting and greeting clients and visitors
  • Answering all incoming telephone calls and re-directing to the appropriate person, taking accurate, clear telephone messages and passing on to the relevant person in a timely fashion
  • Setting up telephone, conference calls and AV facilities
  • Ensuring catering and presentational requirements are provided for each room booking, as necessary. If outside catering is required for an event, ensure this is in place meeting the requirements of the host
  • Ensuring the meeting room(s) are cleared promptly after use and client ready at all times
  • Ensuring the client kitchen facility and equipment is kept clean and tidy at all times.
  • Assisting with preparing for and running marketing events in the office, which may require working out of hours from time to time
  • Making travel arrangements and bookings
  • Assisting General Office/Office Manager with admin to include:
    • Building access control
    • Catering Supplies ordering
    • Invoices
    • Expenses

Experience

  • Previous office and reception experience (essential)
  • Experience of setting up AV equipment (desirable)
  • Experience of Condeco (desirable)
  • Good computer skills (including Outlook, Microsoft Word and Excel)

This is an excellent opportunity to join a forward-thinking and welcoming company on either a temporary or temp-to-perm basis. 

Hours will be 8am-4pm and hourly rate will be up to £12.00 per hour, 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: Manchester, UK
Job type: Temporary
Emp type: Full-time
Pay interval: Hourly
Pay rate from: GBP £10.00
Pay rate to: GBP £12.00

A brilliant opportunity has arisen for a Customer Service Administrator to join a well-known financial services company based in Salford Quays on a temporary basis. This role will start ASAP and will run until the end of August, with the possibility of it being further extended should the need arise.

Candidates must be available to start immediately in order to be considered. 

This role would suit a graduate or college leaver with previous administration and/or data entry experience, as well as candidates with general administrative experience. 

Duties will include:

  • Processing customer requests
  • Handling financial transactions
  • Producing letters and emails
  • Working efficiently with the company's internal systems
  • Maintaining accurate records on the company databases
  • Resolving customer queries via phone and email
  • Data entry
  • General administrative support

The hourly rate for this role is £10 per hour, depending on experience.

This is a great opportunity to join a friendly and reputable organisation on a temporary basis. 

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: Salford Quays
Job type: Temporary
Emp type: Full-time
Pay interval: Hourly
Pay rate from: GBP £10.00
Pay rate to: GBP £10.00

An exciting opportunity has arisen for a Personal Assistant/Office Manager with a least 2 years experience to join a reputable financial services company based in Manchester city centre on a permanent basis. This role will suit someone with a minimum of 2 years experience who is looking for the next step in their career. 

This role will be supporting members of the Senior Leadership team and the Office Manager. 

Duties will include:

  • Proactive diary management and regular communication of updates
  • Organising meetings 
  • Coordinating travel and accommodation, booking flights, cars, rail tickets etc in line with company policies
  • Assisting with the organisation of company events and roundtables
  • Prioritising workload and projects using initiative
  • Producing documents to a high level using various MS Office packages and house formatting styles
  • Acting as a point of contact for clients
  • Developing rapport with clients and their PAs to further develop the client relationships
  • Maintaining and updating the list of contacts and business activities on the in-house CRM system
  • Maintaining a clean, orderly office including meeting rooms, reception area, kitchen
  • Meeting and getting guests and clients on arrival to the office, providing them with refreshments as appropriate
  • Overseeing the management of the meeting rooms, preparing the rooms ahead of meetings with refreshments, lunches and assisting with IT, video and tele conferencing
  • Ensuring the smooth running of the office and ensuring office drinks and snacks are ordered and supplied
  • Liaising with the office building management, their security team, relevant suppliers and other third parties
  • Overseeing Health & Safety (become qualified as a first aid representative and fire warden)
  • Ensuring office security including managing staff and visitor key cards
  • Managing the post, cleaning contractor and waste (confidential and otherwise)
  • Liaising with couriers and ensuring packages are sent and delivered on time
  • Ensuring office equipment and supplies are maintained at the right levels
  • Participating in team meetings and projects with an eye to improving processes and the overall performance of the team
  • Offering assistance to other support team members when necessary 
  • Working closely with the firm’s PA team and office managers in other offices
  • Providing, collating and carrying out basic analysis of information as required
  • Ad hoc office administrative duties such as filing, binding and photocopying

Person Specification:

  • At least 2 years experience multi-tasking as PA to members of a senior management team and office manager
  • Ability to manage own time and work load effectively whilst working to tight deadlines
  • Well presented, friendly and confident dealing with all levels of seniority
  • High level of organisation and attention to detail 
  • Confident working in a fast-paced corporate environment
  • Ability to multi-task and manage multiple priorities
  • Proactive 
  • Ability to work using own initiative and take ownership of tasks
  • Team player
  • Professional and confidential 
  • Flexible and adaptable 
  • Eager to learn 
  • No job too big or too small 

This role would suit someone who is looking to work for a friendly, growing and hard-working company with international offices. This will predominantly be an office based role, however, there may be the opportunity to work from home 1 day per week for the right candidate. 

Hours will be 8:30am-6pm Monday-Friday. 

Salary up to £30,000 per annum depending on experience plus benefits and bonus 

If you are experiencing any issues submitting your CV to this vacancy, please feel free to email your CV over directly to emma@lilyshippen.co.uk

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: Manchester, UK
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £20,000.00
Salary to: GBP £32,000.00