Personal Assistant - 12 month FTC (p/t - 4 days p/w)
Reporting Location: London - 16 Hatfields
Workplace Type: Hybrid
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.
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 neededKeeping 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
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