Our client, a leading global insurance program manager with an exceptional track record in structuring, managing and distributing insurance solutions across international markets is seeking a proactive Administrator to join their Headquarters in the heart of London. This is an involving role and will be covering all Reception/Office Management and EA duties working alongside the Senior EA.

Location: London- 5 days a week office based

Salary: £42,000 per annum.

Contract: Permanent

This is a unique role, requires a proactive, detail-oriented individual who thrives in a fast-paced environment. You will act as Office Administrator/EA and work directly under the senior EA supporting the Leadership team. Duties will also include overseeing the reception duties, facilities management and office management.

Office Management support:

  • Organising and maintaining office files, records and documentation.
  • Handling correspondence (emails, letters, phone calls).
  • Preparing reports, presentations and spreadsheets.
  • Covering the reception desk when required.
  • Overseeing and managing the meeting rooms.
  • Meeting and greeting clients and visitors.
  • Scheduling meetings, appointments and events.
  • Managing calendars for staff or executives.
  • Overseeing day-to-day office functions to ensure productivity.
  • Ordering and maintaining office supplies and equipment.
  • Ensuring the office is clean, safe and well-maintained.
  • Coordinating with vendors, service providers and building management.

Admin Support:

  • Manage complex diaries.
  • Assist with domestic and international travel arrangements and prepare detailed itineraries.
  • Prepare professional business documents and presentations using Microsoft Word and PowerPoint.
  • Monitor and manage daily email correspondence on behalf of senior executives.
  • Process and collate staff expense claims in line with company policies.
  • Event and Meeting Coordination
  • Support the planning and execution of events across the UK and Europe, including travel as required.
  • Arrange and coordinate conference calls, meetings, and book meeting rooms.
  • Book couriers for both local and international deliveries when needed.

 

Other Duties as Required:

  • Take on any ad-hoc tasks to ensure the smooth running of the business and support the senior leadership team/office.

Requirements:

  • 4 years proven experience in an Administrator/EA/ Office Manager
  • Experience within a blue chip company.  
  • Strong organisational skills with the ability to multitask and meet deadlines.
  • Excellent written and verbal communication skills.
  • High attention to detail and a proactive approach.
  • Ability to multitask, prioritise and operate with discretion.



Skills & Qualifications:

  • Proven 4 years + experience as an Administrator/Office Manager within a blue chip company.

Skills:

  • Excellent communication skills both written and verbal.
  • Adaptability to shifting priorities and changing business needs.
  • Enthusiastic, flexible and approachable demeanours
  • Strong interpersonal skills and the ability to collaborate with various teams.
  • Strong attention to detail.
  • Ability to remain professionally calm within an ever-changing environment.
  • Ability to work under pressure while maintaining professionalism.
  • Passion for culture-building and employee experience.

Attributes:

  • A proactive, can-do attitude with adaptability in a fast-paced environment.
  • High level of discretion and confidentiality.
  • Strong interpersonal skills and the ability to build relationships at all levels.

 

This is an excellent opportunity to join a fast-paced start up firm with global exposure. As Office Manager/ Administrator, you will play a key role in supporting the Admin function supporting the Senior EA on a daily basis. Liaising with stakeholders, visitors and team members you will play and integral part of the team with exposure across the entire business.

Lily Shippen is a leading recruitment agency, specialising in executive support and business support recruitment. We connect top talent with exceptional opportunities across the UK and internationally. Our expertise spans Executive Assistant, Personal Assistant, Office Manager, Chief of Staff, and HR recruitment, offering tailored solutions for businesses across various industries.

 

We recruit for permanent, temporary, and fixed-term contract roles across London, Manchester, Birmingham, Leeds, Cheshire, and beyond. Whether you’re seeking a new opportunity or looking to hire top talent, we’re here to help. If you’re an experienced Executive Assistant looking for a new challenge in a strategic, data-driven role, we would love to hear from you.

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