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Leading private equity and investment firm require a Team Assistant to support a small team of Senior Associates. Handling all diary, meeting and travel coordination, this will be a busy and involved role, ideal for an individual with a mimimum of 18mths team secretarial experience. Previous experience gained from within the financial services industry or professional services would be ideal. The business offers a wide range of benefits and has a collaborative, collegiate and inclusive culture.

Duties include:

  • Proactive diary management for the team, including heavy scheduling of meetings
  • International travel booking and management, including flights, visas, car bookings etc.
  • Working closely with your fellow Team Assistants and PAs to ensure coverage
  • CRM, creating reports, data extraction, maintaining and updating the database, adding new details 
  • Processing of invoices and expenses using SAP
  • Typing, formatting and publishing documents and PowerPoint presentations
  • Ad hoc administrative and secretarial duties

Skills and experience:

  • Minimum of 18mths team secretarial experience, ideally gained from financial or professional services
  • Highly organised and able to multitask and prioritise
  • Calm under pressure
  • Team player
  • Helpful, hands on and keen to add value
  • Strong time management skills and the ability to work to tight deadlines
  • Confident, keen to build relationships on an internal and external level
  • Strong MS Office knowledge
  • Good written English

This is a fantastic role for someone keen to take the next step in their support career. This role can start immediately.

Salary - £30,000 - £35,000 per annum DOE 

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

A fantastic opportunity has arisen for a Chief of Staff to work within a forward-thinking, innovative and growing company based in Manchester city centre on a permanent basis.

You will provide strategic and hands on operational support to the CEO and wider business. Working closely with the CEO and Directors, you will be an extension of the CEO, taking ownership of tasks and operations, and making decisions on their behalf. You’ll be responsible for maximising the efficiency and operations of the organisation in order to aid it’s growth.

This is the perfect time to join the business during an exciting period of growth.

Duties will include:

  • Build and lead the daily operations of executive office
  • Lead cross-functional strategic initiatives, facilitate special projects, ensure actions are followed up and executed on behalf of the CEO
  • Act as a sounding board and strategic advisor to the CEO, attending meetings on their behalf, challenging ideas, offering alternatives and actioning items accordingly
  • Act as an extension of the CEO, acting as gatekeeper in order to funnel, filter and facilitate the CEO’s time with internal and external stakeholders
  • Access all enquiries directed to the CEO, determining their priority and action as appropriate, ensuring efficient use of CEO’s time
  • Attend and contribute at leadership and board meetings whilst providing assistance with structure, documentation and communication
  • Manage key relationships and build a process in order to track and nurture key stakeholders, investors and clients
  • Operate at a tactical, strategic and operational level whilst handling projects
  • Proactively following up with the wider team to ensure goals are being met and if not, determining why this is the case, whilst suggesting recommendations for improvement
  • Promoting team work, communication and collaboration within the business
  • Providing analysis, recommendations and options to the CEO regarding decisions
  • Assisting the CEO to promote the business and ensure an excellent reputation
  • Keeping the CEO accountable for commitments
  • Undertaking research based tasks
  • Managing integration of the business

Person Specification:

  • The ability to demonstrate proven experience in a purely strategic role
  • Proven experience acting on a CEOs behalf
  • Strong project management skills
  • Experience sitting in senior leadership meetings

This is a unique opportunity to work alongside a passionate CEO who has exciting growth plans for the business. This role will provide you with autonomy and will challenge you to work to the best of your ability and think outside of the box.

Salary up to £65,000 per annum (depending on experience) plus benefits and flexible working.

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: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £50,000.00
Salary to: GBP £65,000.00

A fabulous opportunity has arisen for a Team Assistant to join a global investment management firm on a temporary to permanent basis. This is an urgent hire as it is a busy period for the business, so we are ideally looking for candidates available to interview and start at short notice. This role would an experienced Team Assistant looking for a varied team support role with additional responsibilities and involvement with reporting for the team and ad hoc project work.

This role involves the provision of full administrative support to the Senior Managers and their teams within the Asset Management division. This role offers a diverse range of tasks and would suit a professional Assistant, keen to take the initiative with a proactive and flexible approach to tasks.

Duties include:

  • Diary management – scheduling meetings and organising meeting logistics
  • Plan and organise travel arrangements for the team
  • Team expenses
  • Manage and update databases
  • Document management (PowerPoint Presentations and Word documents in report format)
  • Act as a first point of contact for internal/external queries
  • Provide back up support to other teams for holiday/annual leave and busy periods  
  • Ad hoc project work

Person Specification:

  • Previous experience of providing team support within a corporate/financial services environment
  • A flexible approach and a willingness to help others
  • Good knowledge and experience in Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Excellent organisational skills
  • Strong communication skills (written and verbal)
  • Ability to multi-task and prioritise effectively
  • An effective and committed team player
  • Ability to use initiative and apply common sense

The temporary assignment will pay a daily rate ranging from  £140-160 (depending on experience)
The permanent salary for the role would be £40,000 - £45,000 plus discretionary bonus

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: Temp-To-Perm
Emp type: Full-time
Pay interval: Daily
Pay rate from: GBP £140.00
Pay rate to: GBP £160.00

A brilliant opportunity has arisen for a Personal Assistant to support the Director of a friendly and growing team with a fantastic culture based in Chester on a permanent basis.

This is a brand new role and the client is open to candidates who are looking at either full-time or part-time employment, however, full-time is preferred. 

Candidates must have a drivers license and their own car in order to be considered for the role as the role will include driving to meetings etc. 

The successful candidates will need to be flexible in terms of hours as there may be occasional work outside of hours and weekends, depending on the needs of the business, however, these will be given in lieu or paid.  

Duties will include but will not be limited to:

  • Inbox management
  • Corresponding with clients and internal/external stakeholders on behalf of the Director
  • Compiling of correspondence
  • Organising meetings and reminding Director of important meetings/deadlines
  • Booking travel and accommodation
  • Project and research based tasks
  • Organising company socials and events
  • Getting involved in social media/marketing
  • General administrative support
  • Additional responsibilities over time, including HR duties – fully funded CPD support provided

Person Specification:

  • Down to earth, confident and intelligent
  • At least two years’ experience in a similar role
  • Driver with own car
  • Excellent standard of written and verbal English language skills
  • Ability to make decisions on behalf and in collaboration with the Director, as well as execute and roll out these decisions/ideas/tasks 
  • High level of grammatical accuracy
  • Ability to use initiative
  • Creative and able to suggest ideas 
  • Confident liaising with all levels of seniority
  • Enthusiastic, inquisitive and eager to learn and develop
  • Flexible and adaptable

Salary will be up to £30,000 per annum (full-time equivalent) depending on experience, plus fantastic benefits/perks. 

This role would suit a bright individual who is looking to support a forward-thinking Director and join a close knit company who encourage personal and professional development.

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

A fantastic opportunity has arisen for an experienced Personal Assistant to join a reputable and forward-thinking international law firm on a permanent basis. This role will be based in their Manchester city centre office supporting the Real Estate team. 

Suitable candidates will have at least 2-3 years PA experience either within a legal environment, preferably within real estate, property or construction.  

This role will suit someone who has supported a large team as you will be supporting up to 7 people. 

Duties will include: 

  • Comprehensive diary management including forward planning, proactive travel and meeting arrangements, identifying meeting clashes and resolving independently where appropriate
  • Assisting with Business Development to support fee earners by organising and attending events and conferences
  • Organising and attending core team and relationship meetings; organisation and attendance of events; assisting with compiling regular client reports as required
  • Ensuring all meeting requirements are identified and actioned, including proactive preparation of meeting packs, itineraries, room and hospitality resource
  • Working collaboratively with all Finance teams to proactively support fee earners' financial performance including client billing and reports, management of matter balances and working capital
  • CRM administration
  • Assisting with bids, tenders and pilots
  • Undertaking all matter management processes, applying correct rates at opening, prompt preparation of engagement letters, matter specifications 
  • Conflict check and Client Due Diligence processes, accurately completing the end to end Client Matter Inception process whilst adhering to Firmwide best practice protocols
  • Ensuring all file management processes are undertaken correctly by identifying matters for closure, bills are paid, clearing client balance, WIP and archiving completed files
  • Identifying and recommending cost efficient options for complex travel arrangements
  • Utilising the administrative team on all administrative tasks, taking ownership to ensure tasks are completed and delivered to fee earners in a timely and accurate way
  • Delegating appropriate tasks to Document Production including pitch and tender documents, conversion and amendment of legal documents and transcripts
  • Demonstrating technical competency in order to support fee earners, identify and address knowledge gaps to fulfil all elements of the role
  • Adhering to the firm's risk and compliance policies and procedures and raises any issues or queries promptly with the relevant Partner and / or Risk and Compliance
  • Successfully completing, on time, all compulsory firm training and returns all complaints and claims questionnaire

Personal Specification:

  • Excellent verbal and written communication skills, with appropriate and effective use of grammar and punctuation
  • Three years' experience (or equivalent) gained within a comparable environment and at an appropriate level
  • Willingness to work flexibly to meet client needs
  • High degree of competence in the use of Microsoft Office suite
  • Proven experience of exceptional client service
  • Detail focussed and experience of working in a fast paced office environment
  • Ability to work effectively and collaboratively as a member of a team, as well as being able to work independently
  • Commitment to exceeding expectations and goals

Salary is up to £30,000 per annum (depending on experience) plus benefits. 

This is a brilliant opportunity to join a well-respected company who have a fantastic culture and encourage personal and professional development.

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 £26,000.00
Salary to: GBP £30,000.00

A fantastic opportunity has arisen for an experienced Personal Assistant to join a reputable and forward-thinking international law firm on a permanent basis. This role will be based in their Manchester city centre office supporting the Corporate team.

Suitable candidates will have at least 2-3 years PA experience either within a legal or professional services environment. 

This role will suit someone who has supported a large team as you will be supporting up to 7 people. 

Duties will include: 

  • Comprehensive diary management including forward planning, proactive travel and meeting arrangements, identifying meeting clashes and resolving independently where appropriate
  • Assisting with Business Development to support fee earners by organising and attending events and conferences
  • Organising and attending core team and relationship meetings; organisation and attendance of events; assisting with compiling regular client reports as required
  • Ensuring all meeting requirements are identified and actioned, including proactive preparation of meeting packs, itineraries, room and hospitality resource
  • Working collaboratively with all Finance teams to proactively support fee earners' financial performance including client billing and reports, management of matter balances and working capital
  • CRM administration
  • Assisting with bids, tenders and pilots
  • Undertaking all matter management processes, applying correct rates at opening, prompt preparation of engagement letters, matter specifications 
  • Conflict check and Client Due Diligence processes, accurately completing the end to end Client Matter Inception process whilst adhering to Firmwide best practice protocols
  • Ensuring all file management processes are undertaken correctly by identifying matters for closure, bills are paid, clearing client balance, WIP and archiving completed files
  • Identifying and recommending cost efficient options for complex travel arrangements
  • Utilising the administrative team on all administrative tasks, taking ownership to ensure tasks are completed and delivered to fee earners in a timely and accurate way
  • Delegating appropriate tasks to Document Production including pitch and tender documents, conversion and amendment of legal documents and transcripts
  • Demonstrating technical competency in order to support fee earners, identify and address knowledge gaps to fulfil all elements of the role
  • Adhering to the firm's risk and compliance policies and procedures and raises any issues or queries promptly with the relevant Partner and / or Risk and Compliance
  • Successfully completing, on time, all compulsory firm training and returns all complaints and claims questionnaire

Personal Specification:

  • Excellent verbal and written communication skills, with appropriate and effective use of grammar and punctuation
  • Three years' experience (or equivalent) gained within a comparable environment and at an appropriate level
  • Willingness to work flexibly to meet client needs
  • High degree of competence in the use of Microsoft Office suite
  • Proven experience of exceptional client service
  • Detail focussed and experience of working in a fast paced office environment
  • Ability to work effectively and collaboratively as a member of a team, as well as being able to work independently
  • Commitment to exceeding expectations and goals

Salary is up to £30,000 per annum (depending on experience) plus benefits. 

This is a brilliant opportunity to join a well-respected company who have a fantastic culture and encourage personal and professional development.

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 £26,000.00
Salary to: GBP £30,000.00

Front of House Receptionist required to join the London office of an international investment firm. Working alongside one other, you would be responsible for all meet and greet duties plus the organisation of five meetings rooms, taking calls, dealing with couriers and assisting the wider office with overflow administration. You must be able to work at pace and under pressure, as your abilities to multitask and handle multiple requests will be essential to success within the role. This is a wonderful firm with a warm and collaborative culture. Shifts 8.00am - 5.00pm and 9.30am - 6.30pm, with some flexibility required. Ideal for a career receptionist.

Duties include:

  • Meet and greet guests, welcoming them to the office
  • Taking calls and directing accordingly
  • Management and booking of meeting rooms, including set up and clearing
  • Dealing with couriers, deliveries, incoming supplies
  • Assisting the wider office with administrative duties
  • Ordering and monitoring of office stationery and food supplies

Skills and experience:

  • Minimum of 3yrs FOH reception experience
  • Superb customer service and communication skills
  • Calm under pressure
  • Able to multitask and prioritise
  • Team player
  • Helpful, hands on and keen to add value
  • Strong time management skills and the ability to work to tight deadlines
  • Confident, keen to be an ambassador for the business
  • Strong MS Office knowledge
  • Good written English

This is a fantastic role for a Receptionist ready to take on a new challenge, working within a great company. This role can start immediately.

Salary - £28,000 - £33,000 per annum DOE 

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
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £28,000.00
Salary to: GBP £33,000.00

A fantastic opportunity has arisen for a Secretary and Assistant to the Office Manager to join a growing property company based in Carrington on a full-time permanent basis.  

This will be a 35 hour week role and will be full-time office based. Monday-Thursday 9am-5pm and Friday 9am-3:45pm. Please note, the client can offer 8.30am to 4.30pm or 9.30am to 5.30pm days if preferred.

The company are currently based in Carrington, Greater Manchester but will be moving to Birchwood (Warrington) early 2022, so the successful candidate must be within commuting distance of both locations. 

Duties will include: 

  • Supporting a busy commercial property management and development team and office administration
  • All aspects of administration and preparation of correspondence with customers and suppliers
  • Production of accurate reports, letters and other documents
  • Maintenance of departmental schedules such as tenancy schedules and lease events
  • Maintenance of both paper and electronic filing systems, including archiving and websites used for marketing purposes
  • Liaising with customers, property agents and local authorities
  • Assisting the Office Manager with tasks such as, ordering stationery, consumables, general office equipment and liaising with contractors such as cleaners etc
  • Answering phone calls, dealing with property enquiries and advising as to availability
  • Administration duties will include dealing with post, taking minutes, organising meetings, photocopying, binding, meeting and greeting of visitors
  • Any other duties as and when requested

Person Specification:

  • Previous secretarial, office management or admin experience, ideally within a property or professional services environment
  • Good level of IT knowledge is required.  Experience of Outlook, Word and Excel is essential
  • Good numeracy skills
  • Excellent communication skills 
  • Ability to build long lasting relationships with clients and customers 
  • Polite, confident, enthusiastic
  • Strong work ethic 
  • Attention to detail, ability to prioritise workloads and ability to be pro-active and use initiative

This role will suit someone who is looking to join a welcoming company during an exciting growth period. 

Salary is up to £25,000 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: Carrington/Birchwood
Job type: Permanent
Emp type: Full-time
Salary type: Annual
Salary from: GBP £22,000.00
Salary to: GBP £25,000.00

Executive Assistant - 1 year Fixed Term Contract

 

A fabulous opportunity has arisen for an Executive Assistant to provide full organisational and logistical support to the Chief Technology Officer. The successful candidate should have extensive experience of working within the financial Services industry sector and will be available at short notice for interview and to start.

 

This is a year long fixed term contract with real potential to convert to a permanent position.

 

The successful EA will be proactive in their approach and will enjoy building strong working relationships with their boss. Primarily supporting the CTO, you will ready to support up to three additional executives with diary and inbox management. An exciting role for an individual looking to join a collaborative, professional team who truly value their staff.

 

Duties will include (but not limited to):

  • High volume diary/management
  • Inbox management
  • Travel arrangements and itineraries
  • Financial administration (expenses/POs and invoicing)
  • Document production (meeting agendas, presentations, correspondence and reports)
  • Liaising with internal/external stakeholders
  • A willingness to assist with administrative tasks and ad hoc projects

Skills and personal attributes:

  • Experience (minimum of 5 years) of working at senior level within a financial services environment
  • Advanced MS Office
  • Multi tasking skills and the ability to juggle a varied high volume workload
  • Attention to detail
  • Outstanding communication skills (verbal and written)

The role will pay up £40,000 - £45,000 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: London, UK
Job type: Contract
Emp type: Full-time
Pay interval: Hourly
Pay rate from: GBP £40,000.00
Pay rate to: GBP £45,000.00

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 during the probation/training period, however, once probation has been passed, the successful candidate will be able to work from home one day per week. 

Duties will include:

  • Diary co-ordination and management for team members using Microsoft Outlook
  • Booking travel arrangements
  • 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