Personal Assistant (Talent Pool - FTC) in London

Talent Pool Notice: Future Opportunities

Please Note: This posting is for an active talent pool. We are seeking to connect with qualified candidates who are interested in potential Fixed-Term Contract Personal Assistant opportunities that may arise later this year. By applying, you agree to have your profile considered for upcoming contract vacancies.

Workplace: White City, London – Hybrid

Duration: TBC

The Role

This is a busy, dynamic role that requires excellent organisational and prioritisation skills. Multiple members of our Senior Leadership team require a highly organised and efficient Senior PA to take control of managing the administration for their respective business areas. You will play a key role in ensuring the smooth running of their schedules and day-to-day office operations. This position requires a confident, career-driven PA who demonstrates strong initiative and the ability to anticipate business needs.

Main Responsibilities

• Diary, Meeting & Travel Management
• Extensive Diary Management: Proactively manage multiple complex, fast-changing diaries, balancing conflicting priorities.
• Meeting Logistics: Arrange meetings, book rooms, and coordinate catering for internal and external attendees.
• Travel Coordination: Book nationwide and international travel and accommodation, preparing detailed itineraries for business trips.
• Guest Relations: Act as the key point of contact for clients and high-profile guests visiting the office.
• Administrative & Operational Support
• Inbox Management: Proactively monitor email inboxes, removing junk mail and flagging priority correspondence.
• Onboarding Support: Arrange onboarding logistics for new starters, ensuring technology is set up and equipment is ordered.
• Financial & Legal Admin: Set up new suppliers, raise purchase orders (POs), process invoices, and liaise with the Legal team for NDAs and Statements of Work (SoWs) when needed.
• Expenses: Meticulously track and submit monthly business expenses.
• Presentations & Board Papers: Support with the creation and formatting of presentations (PowerPoint and/or Google Slides) and manage board papers.
• Team & Leadership Alignment
• Leadership Support: Assist the wider senior team with arranging meetings and supporting Directors with their broader industry responsibilities.
• PA Network Collaboration: Work closely with the internal PA team to ensure the Senior Leadership Team remains aligned.
• Coverage: Provide seamless holiday and absence cover for other PAs within the network.
• Event Planning: Support with the organisation of events, workshops, and team away days.

Skills You’ll Need (Minimum Criteria)

• Proven PA experience at Director/Executive level, with a track record of managing multiple busy diaries simultaneously.
• High proficiency with Microsoft Office and Google Workspace apps, specifically PowerPoint and Google Slides.
• Prior experience with senior stakeholder engagement across all levels of an organization.
• Ability to work autonomously with sound administrative and organisation skills.
• Proven ability to prioritise workloads efficiently according to occasionally conflicting needs.
• Confident communicator with a meticulous eye for detail.

Other Things We’re Looking For (Key Criteria)

• An interest or background in the media and entertainment industry is beneficial.
• High level of integrity, comfortable managing highly confidential and sensitive information.
• A strong team player who operates well within a collaborative environment.
• A flexible and creative approach to problem-solving—anticipating potential issues before they arise.
• A proactive self-starter with the initiative and confidence to make appropriate, independent decisions.
• Enthusiastic, energetic, and highly efficient.
• Natural relationship-builder capable of connecting with people across all levels of seniority.