EA to CEO

We are seeking an experienced, highly organised and proactive Personal Assistant to provide exceptional business and administrative support to our client’s Chief Executive Officer.

This is a pivotal role requiring discretion, sound judgement and the ability to anticipate priorities in a fast-paced, demanding environment. Acting as a trusted point of contact, the successful candidate will take ownership of the CEO’s diary, communications, meetings, travel and day-to-day administrative requirements, ensuring their time is managed effectively and strategically.

The ideal candidate will be a confident, commercially aware professional who thrives on responsibility, builds strong relationships and takes pride in delivering a seamless, high-quality support service.

Key Responsibilities

Executive Support & Diary Management

• Take full ownership of the CEO’s complex and ever-changing diary, prioritising meetings and commitments in line with business objectives.
• Proactively anticipate scheduling conflicts, preparation requirements and competing demands, resolving issues wherever possible.
• Ensure sufficient time is allocated for strategic priorities, meeting preparation, travel and follow-up.
• Maintain oversight of upcoming commitments, deadlines and key actions, keeping the CEO informed and prepared.
• Inbox & Communications Management
• Manage and prioritise the CEO’s inbox and correspondence, identifying urgent, sensitive and business-critical matters.
• Draft professional correspondence, communications and briefing notes on behalf of the CEO.
• Act as an effective gatekeeper, exercising judgement when managing requests and escalating matters appropriately.
• Maintain organised systems for tracking correspondence, actions, approvals and outstanding requests.
• Meeting, Board & Leadership Support
• Coordinate internal and external meetings, ensuring agendas, documentation, logistics and attendees are appropriately organised.
• Prepare briefing packs, presentations and supporting materials to ensure the CEO is fully informed ahead of engagements.
• Support Board meetings, Executive Committee meetings and senior leadership forums, coordinating papers, deadlines and follow-up actions.
• Record and monitor agreed actions where required, ensuring accountability and timely completion.
• Liaise with senior stakeholders to obtain accurate information and documentation.

Travel & Event Coordination

• Arrange UK and international travel, including transport, accommodation, itineraries and relevant travel documentation.
• Prepare comprehensive travel schedules, incorporating meeting details, briefing materials and contingency arrangements.
• Coordinate the CEO’s attendance at client meetings, industry events, speaking engagements and internal functions.
• Manage expenses and associated administration accurately and efficiently.

Stakeholder & CEO Office Management

• Act as a professional and approachable first point of contact for the CEO’s office.
• Build and maintain strong working relationships with Board members, senior leaders, employees, clients and external partners.
• Manage access to the CEO effectively, balancing business priorities with stakeholder requirements.
• Liaise directly with internal teams to coordinate information, meetings and actions.
• Ensure the CEO’s office operates efficiently, maintaining exceptional standards of organisation, communication and responsiveness.

Confidentiality & Professional Judgement

• Handle commercially sensitive, personal and confidential information with the utmost discretion.
• Exercise sound judgement when prioritising requests, resolving issues and identifying matters requiring escalation.
• Represent the CEO and the wider organisation with professionalism, integrity and confidence.
• Continuously identify opportunities to improve administrative processes and ways of working.
  
  Person Specification

Essential Experience & Skills

• Proven experience supporting a CEO, Managing Director, Board member or similarly senior executive within a demanding business environment.
• Exceptional diary and inbox management skills, with experience coordinating complex schedules and competing priorities.
• Strong organisational capabilities and the ability to work proactively with minimal supervision.
• Excellent written and verbal communication skills, with outstanding attention to detail.
• Confidence communicating with Board-level executives, senior stakeholders, clients and external partners.
• Demonstrable experience handling confidential and commercially sensitive information.
• Ability to anticipate requirements, exercise initiative and solve problems independently.
• Strong proficiency in Microsoft 365, particularly Outlook, Word, PowerPoint, Teams and Excel.Experience coordinating complex domestic and international travel arrangements.

Personal Attributes

• Proactive and forward-thinking: Anticipates needs, identifies potential challenges and takes action before issues arise.
• Highly organised: Maintains control of multiple priorities without compromising accuracy or attention to detail.
• Commercially aware: Understands the wider business context and recognises the importance of executive priorities.
• Confident and assertive: Communicates professionally and manages competing demands with tact and diplomacy.
• Discreet and trustworthy: Demonstrates the highest standards of confidentiality, integrity and professionalism.
• Adaptable and resilient: Remains composed, flexible and solution-focused in a fast-paced environment.
• Dependable and accountable: Takes ownership of responsibilities and consistently delivers to a high standard.

What Success Looks Like

The successful candidate will establish a trusted and effective working partnership with the CEO, ensuring:

• The CEO’s time is managed strategically, with competing priorities handled confidently.
• Meetings, travel and external commitments are coordinated seamlessly.
• Accurate, relevant information is available ahead of key discussions and decisions.
• Actions, correspondence and commitments are followed through efficiently.
• Internal and external stakeholders receive a professional, responsive and consistent service.
• The CEO can focus on strategic leadership and business performance, confident that day-to-day requirements are being managed proactively.

This is a hands-on, directly CEO-focused role requiring a high degree of autonomy, personal accountability and a genuine commitment to delivering exceptional executive support.

Lily Shippen: Specialist Executive Assistant, PA, HR and Business Support Recruitment in London, Manchester, Cheshire and Across the UK

Lily Shippen is a specialist recruitment agency placing exceptional Executive Assistant (EA), Personal Assistant (PA), Private PA, Chief of Staff, Office Manager, Operations Manager and Virtual Assistant (VA) professionals, alongside a dedicated HR recruitment practice spanning HR Assistant, HR Advisor, HR Manager, HR Business Partner and Head of HR roles. We recruit across London, Manchester, Cheshire and nationwide, connecting outstanding people with the businesses that value them.

Our roles cover permanent, temporary and fixed term contracts across business support, office management and HR at all levels. Whether you are hiring an Executive Assistant in Manchester, an HR Business Partner in London or a Chief of Staff anywhere in the UK, or you are a candidate searching for your next EA, PA, business support or HR opportunity, Lily Shippen is the team to talk to.

With a strong presence in both London and Manchester and a reputation built on more than 300 five star reviews, we are trusted to get business support and HR recruitment right. Search our latest EA, PA, Chief of Staff and HR jobs or register your CV at lilyshippen.co.uk