Executive Assistant

Join to apply for the Executive Assistant role at tms
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TEAM:
Innovation and Portfolio; REPORTING TO: VP Transformation & Chief of Staff.

tms unites technology, marketing, and sourcing to drive transformational change for the world’s leading brands. With more than 1,400 employees across 28 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.

The Role

This isn’t just an administrative position; it’s a chance to create leverage and drive impact. As an Executive Assistant at tms you’ll be a trusted partner to senior leaders, ensuring they stay focused on high-level priorities so the business keeps moving forward. If you’re ambitious, proactive, and thrive in a fast-paced environment, this is your opportunity to make a difference.

We’re Looking For Someone Who Is

• Organized & Detail‑Obsessed:
  You thrive on creating order and efficiency in a fast‑paced environment.
• Proactive Problem‑Solver:
  You anticipate needs and act before being asked. You bring suggestions with you rather than just asking what to do.
• Tech‑Savvy:
  Strong proficiency in Microsoft Office and virtual meeting management (Teams is a must). Quick to adopt new tools and automation solutions.
• Continuous Improver:
  You’re not afraid to challenge the status‑quo and suggest better ways of working.

Responsibilities On‑Site and Office Support

• Be the face of the office by welcoming guests, coordinating catering, and ensuring meeting spaces are set up for success.
• Manage logistics for gifts, food, and deliveries with precision and professionalism.
• Flexibility is key: be ready to step in on‑site beyond standard guidelines when business needs demand it.

Core Administrative Functions:
Calendar, Travel, and Expenses

• Be the Gatekeeper & Guardian by protecting executives’ time, managing complex calendars, prioritizing strategically, and resolving conflicts.
• Coordinate domestic and international travel, including documentation like passports and visas.
• Manage expense reporting with accuracy and compliance, ensuring smooth financial processes.
• Handle essential operational tasks such as purchase orders and timesheets.

Meeting and Event Coordination

• Drive the planning and flawless execution of large meetings and events—create agendas, coordinate content, manage technology, and run virtual sessions on Microsoft Teams like a pro.
• Take ownership of professional gatherings, conferences, and team events, including vendor negotiations and logistics.

Document and Information Management

• Keep information flowing: maintain files, manage SharePoint and Teams sites, and ensure accurate communication across platforms.
• Organize and publish key documents, notes, and updates to keep stakeholders informed and aligned.

Collaboration and Continuous Improvement

• Act as a trusted partner and backup for other Executive Assistants, fostering a collaborative team environment.
• Challenge the status‑quo; identify opportunities to streamline processes and implement improvements that drive efficiency and impact.

Expanded Support and Special Projects

• Go beyond the basics by anticipating needs, solving problems before they arise, and adding value beyond the original ask.
• Support strategic projects, team engagement initiatives, and executive communications, including PowerPoint development and light content creation.

Skills And Experience We Would Like You To Have

• Proven Expertise: 5+ years providing top‑tier executive support or in similar high‑impact roles – we recognize excellence comes in many forms; if you have less than 5 years’ experience, we encourage you to apply.
• Communication Excellence:
  Exceptional written and verbal skills to convey ideas with clarity and confidence.
• Driven & Dynamic:
  Self‑starter with a solution‑oriented and ambitious mindset.
• Trusted Professional:
  Ability to handle sensitive,…