Personal Assistant (FTC till end of Jan 2027)
Reporting Location: London - 16 Hatfields
Workplace Type: Hybrid
REPORTING TO: Executive Assistant
LOCATION: London, hybrid role – minimum 2 days per week in office with flexibility to be onsite for meetings, events and colleagues when they are off.
ABOUT US
tms unites technology, marketing, and sourcing to drive transformational change for the world’s leading brands. With 1,200+ employees across 26 countries, we offer an impressive range of solutions – from inspiration and innovation to category management and delivery.
Operating as a creative agency, a strategic consultancy, a sourcing business, and a technology provider, we engage with over 110 million customers every single day for our clients, including McDonald’s, T‑Mobile, O2, Starbucks, and adidas.
Most importantly, we’re a place where you can achieve great things, and be recognized as the best.
WHAT MATTERS THE MOST
Breakthrough, business‑driving ideas come from extraordinary people with the freedom to be their most authentic selves at work. Authenticity and diversity are critical elements of our business. They can only be realized when we create access and equity for all. We foster a culture of inclusion and belonging and aspire to be ever‑evolving.
tms is a place where brilliant people are better together. If you want your ideas to be heard and to contribute to a culture of inclusion and authenticity, bring us your voice! Visit us at tmsw.com.
At tms we believe that from day one our job is to prepare you, develop you, train you and invest in you so that while with us you will become ready to take on the next challenge better prepared than you thought possible.
So whether you’re here for a meeting, a project, or a career – be prepared to Leave Changed.
WHY WE THINK YOU WILL LOVE THIS ROLE
We are seeking a Personal Assistant to join the heart of our operations, supporting 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 Happy Meal and Global Supply Chain
* Organising team wide internal and external meetings – liaising with PAs 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. Checking necessary visas
* Working with relevant overseas PAs 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 leader’s team’s 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 dependent on business requirements.
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