Team PA

For over three decades, our client has helped its clients manage the risks of operating in a volatile and uncertain world. They are experts in Property, Casualty, Specialty, and Credit reinsurance, consistently recognised for the innovative way we combine data, experience, and technology to understand and manage large and complex risks across the world. They are also a business with a real social purpose, helping to protect communities around the globe and enable prosperity for all. Their purpose drives us forward every day as they seek solutions to some of the world’s most complex challenges.

Our client is seeking an experienced and highly organised Personal Assistant to join their London office on a fixed-term maternity cover contract. Reporting to the Executive Assistant Team Lead, you will provide high-quality administrative and coordination support to London-based Underwriting business units, including Cyber, Risk Advisory, Actuarial & Pricing, and Delegated Underwriting Services.

This role is suited to a confident, proactive professional who thrives in a fast-paced environment and can manage multiple senior stakeholders with discretion and professionalism. You’ll work both independently and collaboratively within the wider Executive Assistant and Personal Assistant team to ensure seamless day-to-day support. In addition to traditional PA responsibilities, you will play an important role in coordinating team events, conferences, and office initiatives, while providing flexible support across the wider London administration team when required.

Maternity Cover – Personal Assistant (14 months)

Reporting to: Executive Assistant – Team Lead

Location: London

Salary: £45,000-£50,000 per annum

Key Responsibilities:

Executive & Administrative Support

• Manage complex diaries for Senior Vice Presidents and senior managers, coordinating meetings across multiple stakeholders, locations, and time zones.
• Act as a trusted point of contact and gatekeeper, helping to prioritise requests and ensure effective time management for supported leaders.
• Coordinate end-to-end meeting logistics, including agendas, presentation materials, room bookings, catering, and follow-up actions.
• Prepare correspondence, documents, presentations, and other administrative materials to a high standard.
• Maintain a strong understanding of team priorities to anticipate administrative needs and support efficient day-to-day operations.

Travel & Expense Management

• Arrange domestic and international business travel, including flights, accommodation, visas, ground transportation, and travel documentation.
• Produce detailed travel itineraries and ensure all necessary approvals and documentation are completed.
• Process expense claims accurately and within required deadlines, ensuring compliance with company policies.

Event & Team Coordination

• Coordinate internal team meetings, offsites, training sessions, client hospitality, and team engagement activities.
• Lead the planning and delivery of larger-scale conferences, multi-team meetings, and business events, ensuring a professional and seamless experience.
• Support London office-wide initiatives, including seasonal events, employee engagement activities, and cross-functional programmes.
• Assist with the management and distribution of branded merchandise and office materials.

Collaboration & Team Support

• Build strong working relationships with Executive Assistants, Personal Assistants, Talent Acquisition, Facilities & Administration, and other support functions.
• Contribute to administrative projects and continuous improvement initiatives across the business.
• Provide holiday and absence cover for Executive Assistants, Personal Assistants, and Talent Acquisition Coordinators, including diary and inbox management where required.
• Support the Executive Assistant – Team Lead with wider team initiatives and operational priorities.

Skills, Knowledge & Experience

Essential

• Minimum of 3–5 years’ experience in a Personal Assistant or Executive Assistant role within a corporate environment.
• Proven experience supporting senior leaders or leadership teams.
• Excellent organisational skills with exceptional attention to detail.
• Strong Microsoft Office skills, including Outlook, PowerPoint, Excel, and Word.
• Excellent written and verbal communication skills with the ability to build relationships at all levels.
• Demonstrated ability to manage multiple priorities and work effectively under pressure.
• Experience coordinating complex domestic and international travel.
• Experience processing expenses accurately and efficiently.
• Strong stakeholder management skills with a professional, proactive, and customer-focused approach.
• High level of discretion when handling confidential and sensitive information.
• Ability to work independently while collaborating effectively within a wider administrative team.
• Experience organising team meetings, offsites, and business events.

Desirable

• Experience coordinating large-scale conferences or corporate events.
• Previous experience within financial services, insurance, or another fast-paced professional services environment.
• Experience supporting multiple business units or complex organisational structures.

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