Personal Assistant

THE ROLE:

We are currently hiring a Personal Assistant to help support our London Leadership team, on a 12-month fixed term contract.

The role requires someone who is organised, proactive and an excellent multitasker. In this role, you’ll be providing invaluable support to leaders within the business, working at pace to meet the demands of our fast paced agency.

This is a great opportunity for an experienced PA looking to develop their career. You'll have significant exposure to our Senior Executives, while partnering with colleagues across a variety of disciplines throughout the agency. This breadth of exposure offers the opportunity to build relationships across multiple functions and gain insight into a diverse range of specialisms and ways of working.

KEY RESPONSIBILITIES:

• Own diary management for senior stakeholders: Help those you support prioritise their time, forward-planning weeks ahead for both internal & external meetings, and spot & resolve clashes.
• Act as a first point of contact: Proactively respond to requests, greet clients & external partners, support with ad-hoc inbox management
• Run meeting logistics flawlessly: Book rooms, manage catering, set-up & test tech, share links and pre-reads, and support with follow-up actions.
• Coordinate travel: Flights/trains, hotels, transfers, visas (where required), detailed itineraries, and contingency planning when plans change.
• Support offsites and key agency events: Venue sourcing, agendas, materials, attendee coordination, dinner bookings, and follow-up actions.
• Manage finance/admin processes: Raise POs, process invoices, complete timesheets, support with absence management, and handle expenses accurately and on time.
• Support interview scheduling and onboarding: Coordinate with People team and Ogilvy TA team to confirm interviews, prep calendars/rooms, and help shape smooth induction plans for new starters.
• Keep information organised and findable: Maintain contacts, distribution lists, filing systems, and meeting documentation with a tidy, consistent approach.
• Support as a Team Assistant: Pitch in on agency moments - culture, socials, training, events, organising our studio showcases and content for our weekly all-agency.
• Ensure smooth running of the office: Order stationary, co-ordinate food shops for our floor, be a point person for ad-hoc requests.
• Handle ad hoc requests with pace and judgement: Focus on finding solutions and maintain discretion around the tasks you are supporting with.

WHAT YOU WILL NEED:

• Proven experience as a senior PA within a creative or media agency, or a similarly fast-paced industry.
• A track record of brilliant diary management: Confident juggling multiple stakeholders, shifting priorities, and tight deadlines.
• Strong “manage upwards” instincts: You can take direction, but you’re also comfortable raising flags, offering options, and protecting focus/time.
• Excellent written and verbal communication: Whether you’re emailing a client, or checking-in with a team in the agency, your’re able to adapt your tone & style accordingly to build relationships.
• High attention to detail: Able to spot & execute the small things (times, locations, links, time zones, access, prep) that make everything run smoothly.
• Sound judgement and discretion: Trusted with sensitive information; you know what’s confidential, what’s urgent, and what needs escalation.
• Calm & Resourceful: You’re able to stay level-headed, practical and positive when plans change last minute, adapting to what’s needed and moving forwards.
• Solid tech capability: Comfortable with learning and using AI tools, Outlook, Teams, and Microsoft Office (Word, PowerPoint, Excel). You’re quick to learn new tools and troubleshoot basics.
• A genuinely collaborative mindset: You’re a team player who wants the agency to thrive, so throw your hand-up to support when needed.

BENEFITS 

• 25 days holiday plus your birthday off
• Private medical care though BUPA
• Life assurance from day one 
• Self Space for complementary mental health support 
• TELUS - our wellbeing platform offering support on a variety of areas from counselling to financial wellbeing and much more 
• Help@Hand - An app to book virtual GP consultants and second medical opinions 
• A competitive pension scheme
• Discounted gym membership
• Access to a wide range of discounts across WPP
• Cycle to work scheme 
• Season ticket loans

What can you expect from us? 
At Grey, you’ll have the opportunity to work at an incredible studio, with some of the most creative and inspired people in the industry, all whilst getting to grow & shape your career with us. We offer a competitive salary, lots of training, plenty of benefits and wellbeing perks too.

Inclusion & Belonging 
At Grey, we know that the more diverse the input, the more famous and effective the output. Different perspectives spark bigger ideas, braver creativity and better work - and that starts with how we welcome new talent. We embrace applications from people underrepresented in our industry and value the unique skills, experiences and viewpoints everyone brings. Our goal is simple: create a place where everyone can belong, and no one feels the need to hide any part of who they are. 

That spirit runs through our application process too. If there’s anything - from neurodivergence, to a health condition, or any other circumstance - that might shape your experience, just let our People team know. We’ll work with you to make the adjustments you need to show your best, and we’ll treat whatever you share with respect.