Personal Assistant – 12 month FTC (part‑time, 4 days per week)
Why 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 ensuring 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.
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 PAs from TMS Chicago and clients, often across different time zones
* Managing diary clashes and on‑the‑day changes
* Scheduling weekly direct‑report meetings
* Booking meeting rooms, arranging 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 the airport, and checking necessary visas
* Working with overseas PAs to organise travel for colleagues to the UK, booking hotels, restaurants and entertainment as required
* Supporting the London Office with travel arrangements and restaurant bookings
Expenses & Approvals
* Approving each leader’s team holiday requests and expenses, tracking holiday for the year and processing expenses via company systems
* Assisting with payments using a company card for people in the London Office, processing credit card expenses and raising and approving purchase orders where needed
* Processing the Campaign Assistant’s business expenses who work at the client’s office
Event & Office Coordination
* Organising team‑wide events, planning daytime meetings and evening entertainment, booking venues and ensuring smooth running
* Liaising with McDonald’s and other external companies that use our office as an event space – managing guest lists, security, set‑up, refreshments and onsite support
* Organising and hosting internal monthly social events, from catering to execution; assisting the executive assistant with larger company events such as Summer and Christmas parties
* Organising breakfast and lunch for external meetings in the office, setting up and clearing down
* Booking external meeting rooms when the office is fully booked
General Administration
* Completing weekly timesheets as needed
* Providing general ad‑hoc admin support covering colleagues’ responsibilities when necessary
* Supporting the London office with meeting room allocation and visitor management
* Welcoming external visitors to the office, when needed
* Keeping track of overseas visitors attending our office
Skills & 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 written and verbal communication skills, 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, depending on business requirements
If you have any questions about the job, we are open to discussing this role further – please feel free to get in touch.
Location: London, England, United Kingdom
Seniority level: Mid‑Senior level | Employment type: Contract | Job function: Administrative | Industries: Business Consulting and Services
#J-18808-Ljbffr