Personal Assistant

ITV; Greater London; On-site; GBP 42,000 - 62,000; Full time

Job summary

ITV Studios is seeking an experienced Personal Assistant to support five senior executives across International Studios. The role requires expert diary management, consideration of multiple time zones, and proactive collaboration with PAs and stakeholders.

You will coordinate travel, manage expenses and POs, organise meetings and minutes, and prepare presentations using Google Workspace. The position involves confidential handling of information and may require flexible hours for international

Qualifications

• Significant PA experience supporting senior executives within a fast-paced organisation.
• Experience managing multiple senior stakeholders and competing priorities.
• Proven experience coordinating complex international travel.
• Strong financial administration experience, including expenses, purchase orders and invoice management.
• Advanced knowledge of Mac and Google Workspace (Gmail, Calendar, Docs, Sheets and Slides).

Responsibilities

• Proactively manage complex and evolving diaries, balancing multiple priorities across international time zones.
• Coordinate meeting requests and day-to-day administration, ensuring timely responses and excellent stakeholder management.
• Take ownership of international travel arrangements, including flights, accommodation, transfers and itineraries.
• Manage executive expenses, purchase orders and invoice processing with accuracy and speed.
• Prepare presentations and materials using Google Workspace templates, and take meeting minutes.
• Support internal communications and organise conferences and events across ITV Studios and international teams.

Skills

PA experience

Senior stakeholder management

International travel coordination

Financial administration

Mac & Google Workspace

Tools

Gemini AI tools

Job description

Proactively manage complex and evolving diaries, balancing multiple priorities across international time zones, for:

Main Responsibilities

Executive Support

• Proactively manage complex and evolving diaries, balancing multiple priorities across international time zones, for:

Director of Production - International Studios

Director of Finance - International Studios

Director of Legal & Business Affairs - International Studios

Director of HR - International Studios

Director of Legal & Business Affairs - Non-Scripted UK

• Build trusted working relationships with each executive, understanding their priorities and anticipating future needs.
• Protect executive time by identifying conflicts, resolving issues before they arise and ensuring priorities remain aligned to business needs.
• Manage confidential information with absolute discretion and professionalism.
• Coordinate meeting requests and day-to-day administration, ensuring timely responses and excellent stakeholder management.
• Executive Travel & Financial Administration
• Take ownership of all UK and international travel arrangements, creating seamless end-to-end itineraries including flights, accommodation, transfers, meeting schedules, travel documentation, restaurant reservations where appropriate and contingency planning.
• Manage executive expenses, purchase orders and invoice processing accurately and efficiently.
• Administrative Support
• Coordinate internal and external meetings across multiple international time zones, liaising with attendees and managing any scheduling changes.
• Manage meeting logistics, including room bookings, refreshments, agendas and presentation materials.
• Prepare clear and engaging presentations using Google Workspace, in line with established templates.
• Attend meetings, take accurate minutes and circulate meeting notes and recordings.
• Support internal communications, presentations and department updates.
• Organise conferences and events, including coordinating speakers, arranging restaurant bookings and managing related logistics.
• Maintain organised filing systems and documentation across Google Drive.
• Build excellent relationships with PAs and stakeholders across ITV Studios and internationally.
• Support the wider International Studios team as needed.

Key Skills/ Experience Required

Essential Experience

• Significant PA experience supporting senior executives within a fast-paced organisation.
• Experience managing multiple senior stakeholders and competing priorities.
• Proven experience coordinating complex international travel.
• Strong financial administration experience, including expenses, purchase orders and invoice management.
• Advanced knowledge of Mac and Google Workspace (Gmail, Calendar, Docs, Sheets and Slides).

Desirable Experience

• Experience working within an international environment, including coordinating meetings across multiple time zones.
• Previous experience within the broadcasting, television or wider media industry.
• Experience using Gemini or other AI tools to support day-to-day tasks and improve efficiency.

You’ll be someone who:

• Thinks ahead and anticipates what's needed before being asked.
• Has exceptional organisational skills and attention to detail.
• Is calm, adaptable and solutions-focused in a fast-changing environment. Demonstrates excellent judgement and can confidently prioritise competing demands.
• Builds trusted relationships with colleagues at every level.
• Communicates with warmth, professionalism and confidence.
• Is naturally collaborative and enjoys working as part of a team.
• Takes ownership, follows things through and consistently delivers to a high standard.
• Maintains complete discretion when handling confidential information.
• Brings energy, positivity and a genuine desire to help others succeed.

The successful candidate will become a trusted partner to five senior executives. They will be recognised for creating calm from complexity, keeping priorities moving, anticipating challenges before they arise and helping International Studios operate at their very best.

Unusual challenges or circumstances (e.g. travel, hours of work, short notice cover) Supporting five senior leaders requires excellent judgement, flexibility and the ability to balance competing priorities in a fast-paced international environment. Occasional early mornings, evenings or out-of-hours support may be required to accommodate international travel and global teams.