tms

Personal Assistant - 12 month FTC (p/t - 4 days p/w)

Posted 2 Days Ago

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London, Greater London, England

Hybrid

Mid level

Agency • Gaming • Marketing Tech • Mobile • Analytics

tms is a global company, uniting technology, marketing and sourcing to drive transformational change.

The Role

Seeking a Personal Assistant to support three Senior Leaders with diary management, travel coordination, expenses, event planning, and general administration duties.

Summary Generated by Built In

WHY WE THINK YOU WILL LOVE THIS ROLE
We are seeking a Personal Assistant for a 12 Month maternity cover contract to join the heart of our operations, supporting 3 Senior Leaders. Every day brings variety - whether you're planning global meetings, organising travel, or making sure events run smoothly. You'll collaborate with teams across the world and be the person everyone relies on to keep things moving. If you love being organised, enjoy connecting with people, and want a role where no two days are the same, you'll feel right at home here.
WHAT YOU WILL BRING TO THE ORGANIZATION
Key Responsibilities:
Diary & Meeting Management

Diary management for 3 Senior Leaders across UK Client Services, Global Strategy and Creative
Organising team wide internal and external meetings - liaising with PA's from tms Chicago and clients - often across different time zones
Managing diary clashes and late, on the day, diary changes
Scheduling weekly direct report meetings
Book meeting rooms, arrange refreshments, stationery and IT equipment ahead of time

Travel & Logistics

Booking all leaders and their teams business travel via our travel agent, arranging transport to and from airport. Checking necessary visas
Working with relevant overseas PA's to help organise travel for colleagues to the UK, booking hotels, restaurants and entertainment, as required
As part of the coordination team, supporting anyone in the London Office who needs travel arrangements or restaurant bookings

Expenses & Approvals

Approving each leaders teams' holiday requests and expenses, as well as keeping track of leaders holiday for the year and processing their expenses via company systems
Assistance with payments using a company card for people in the London Office. Processing credit card expenses and raising and approving purchase orders where needed
Process our Campaign Assistant's business expenses who work at the client's office

Event & Office Coordination

Organisation of team wide events, planning of daytime meetings and evening entertainment, booking venues and, where necessary, attending to ensure smooth running
Liaising with McD's or various external companies that use our office as an event space. Having control of the event from answering queries, organising guest lists, informing security, ensuring correct set up, arranging refreshments, informing the rest of the office and being onsite for the day to support
As one of a team, organise and host internal monthly social events to bring the agency together. From the planning, ordering of catering to execution of the social. Also assist the executive assistant in the organisation of larger company events, i.e. Summer and Christmas parties
Organising breakfast and lunches for external meetings in the office. Setting up and clearing down
Booking external meeting rooms where needed if the office is fully booked

General Administration

Completion of weekly timesheets, as needed
General adhoc admin support covering colleague's responsibilities when necessary
Support for the London office with meeting room allocation, moving people where necessary and keeping track of who is in
Welcoming external visitors to the office, when needed
Keeping track of who is attending our office from overseas

SKILLS AND EXPERIENCE WE WOULD LIKE YOU TO HAVE

Proven experience as a Personal Assistant or Executive Assistant supporting senior leaders.
Strong organisational and time-management skills with the ability to manage multiple diaries and priorities.
Excellent communication skills, both written and verbal, with confidence liaising across different time zones.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiarity with expense and travel booking systems.
Ability to handle confidential information with discretion and professionalism.
Experience coordinating meetings, events, and travel arrangements, including international logistics.
Comfortable working in a fast-paced environment and adapting to last-minute changes.
Strong attention to detail and accuracy in managing approvals, expenses, and documentation.
A proactive, problem-solving mindset and ability to work independently as well as part of a team.
Previous experience in a creative or client-focused environment is desirable but not essential.
Flexibility to work in the office more than two days some weeks dependant on business requirements.

If you have any questions about the job, we are open to discussing this role further, so please feel free to get in touch. #LI-Hybrid

Top Skills

Excel

Microsoft Office (Outlook

Powerpoint)

Word

What the Team is Saying

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The Company

HQ: Chicago, IL

2,300 Employees

Year Founded: 1986

What We Do

tms unites technology and marketing and sourcing to drive transformational change for the world’s leading brands. With 1200+ employees across 26 countries, we offer an impressive range of solutions — from inspiration and innovation to category management and delivery.

Headquartered in Chicago with 10 offices worldwide, we are responsible for some of the world’s most successful and iconic long-term marketing platforms, including McDonald’s Happy Meal and MONOPOLY programs. Operating as a creative agency, a strategic consultancy and a technology provider, we engage with over 110 million customers every single day for clients including McDonald’s, adidas, T-Mobile, Starbucks, Vue and O2.

Why Work With Us

We have a culture of collaboration that fosters creativity among a diverse mix of talent. From Lunch and Learns to guided meditation sessions led by our people, we believe that celebrating the skills, experiences and inspiration of our people brings us closer to the results that matter.