Position: Executive Assistant to Co Sec & Legal (Full-Time, Permanent)
Location: London
Industry: Pension Insurance
Experience Level: Mid to Senior-level

Our client is a leading pension insurance firm in the UK, managing over £60bn in assets and securing pensions for more than 800,000 people across over 170 pension schemes. As a key player in the pension insurance sector, they are committed to innovation and delivering security for the future. They are seeking an experienced Executive Assistant to support the Company Secretary and Legal team.

This role is critical in managing Board meetings, coordinating legal processes, and providing high-level administrative support. The successful candidate will be a proactive and organised individual with strong communication skills and the ability to manage a busy workload in a fast-paced environment.

Key Responsibilities:

• Provide high-level support to Senior Management and the Legal and Co Sec team, including complex diary management and scheduling.
• Assist with the recruitment process for the Legal and Co Sec team as required.
• Organise meetings and logistics, including room bookings, materials preparation, and ensuring smooth meeting execution.
• Book and manage travel arrangements, including itineraries and visas, in line with company guidelines.
• Manage vendor onboarding processes and ensure proper vendor management.
• Process team expenses in line with company guidelines.
• Support the Company Secretary in the coordination of Board meetings, including scheduling, diary management, and logistics.
• Assist with the production and distribution of Board materials using Diligent (board book software).
• Engage with non-executive board members to coordinate travel arrangements and expenses.
• Provide administrative support to the Legal team, including phone coverage, document management, and ad-hoc projects.

Person Specification:

• Extensive experience as an Executive Assistant or PA supporting senior management, ideally within legal or company secretary functions.
• Strong organisational skills with experience in diary management and meeting coordination.
• Experience working with board-level executives and managing board meetings and materials.
• Proficiency in Diligent or similar board book software is highly desirable.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to work autonomously with minimal supervision.
• Experience in travel management and handling expenses.
• A collaborative team player who can communicate effectively and solve problems proactively.

Salary and Benefits:

• Competitive salary, plus discretionary performance-related bonus.
• Hybrid working model, with a requirement to attend London-based offices.
• Inclusive and diverse work environment promoting professional growth and development.

Lily Shippen – Leading Executive Assistant and Legal Support Recruitment in London. At Lily Shippen, we specialise in recruiting high-calibre Executive Assistants, PAs, and Legal Support professionals for businesses across London and the UK. Our expert recruitment services cover temporary, permanent, and fixed-term contract roles, helping organisations find the right talent to support their business goals. With offices in London and Manchester, we provide comprehensive recruitment solutions, including international and remote roles, to ensure the right people are in place to drive success.