Personal Assistant

Transport for London; London; On-site; GBP 39,000; Full time

Job summary

Transport for London is seeking a Personal Assistant to support its Directors. The role involves high-level administrative support, managing complex schedules, and collaborating across teams. Ideal candidates will have strong communication skills and experience in a fast-paced environment, with a focus on enabling executive success.

Benefits

Final salary pension scheme

Free travel on the TfL network

30 days annual leave plus public and bank holidays

Private healthcare discounted scheme (optional)

Tax-efficient cycle-to-work programme

Qualifications

• Experience providing PA support in complex organizations.
• Proven experience as a PA, EA or similar role.
• Experience handling sensitive and confidential information.

Responsibilities

• Providing PA support to a Chief Officer/Director.
• Managing complex calendars and scheduling meetings.
• Facilitating internal events and external visits.

Skills

Excellent written and verbal communication skills

Application of Microsoft Office applications

Ability to build effective working relationships

Job description

Welcome to Transport for London Careers

Take a look at job opportunities with us and you may be surprised at what you discover: a rich heritage, a commercial outlook, an iconic brand, a unique public service. It all adds up to make Transport for London a great place to develop your career. Here you can start your journey!

Key Information

Job title: Personal Assistant

Salary: Circa £39,000 (depending on skills & experience)

Grade: Band 2

Contract type: Permanent

Location: Palestra, Southwark/ Pier Walk, North Greenwich

Application closing date: Tuesday 27th May @ 23:59

About The Role

We are seeking a highly organised, proactive, and discreet Personal Assistant to support our team of Directors. This is a key role that provides high-level administrative support, helping the Directors focus on strategic priorities while ensuring the smooth running of daily operations.

The ideal candidate will have intermediate to advanced experience managing complex calendars, scheduling meetings with internal and external stakeholders, and handling confidential information with professionalism.

You will work closely with the Executive Office and collaborate across other leadership teams to promote consistency and drive continuous improvement. In addition to core administrative duties, you will also contribute to governance, advisory, and non-operational resourcing activities within the Chief Officer’s area.

This is an exciting opportunity for someone who thrives in a fast-paced environment and is passionate about enabling executive success.

Key Accountabilities

• Accountable for providing PA support to a Chief Officer/Director, including daily workflow and diary management. Also supporting further general administrative duties
• Responsible for collaborating with other Executive Offices for the development of best practice
• Responsible for the facilitation of internal & external stakeholder relationships to monitor business priorities/deadlines, ensuring role modelling of TfL’s Vision & Values when representing the Chief Officer or Director.
• Accountable for developing & co-ordinating an effective system for handling work, internally and across directorate areas. This is to ensure the effective application of information/documents/records
• Accountable for correspondence management (including VIP correspondence) on behalf of the Chief Officer/Director office
• Responsible for the assessment of incoming e-mails and telephone calls and answer queries/enquiries directed at the Chief Officer’s/Director’s office, ensuring that key items are prioritised, escalating where required.
• Accountable for the facilitation of internal events & external visits (including but not limited to, staff conferences, all staff meetings, other events)
• Responsible for the organisation of internal and external meetings, including facilitating all travel and accommodation requirements
• Supporting with the co-ordination of purchasing and procurement (including raising POs, liaising with vendors and Finance)
  
  

Knowledge

Essential

• Knowledge of Microsoft Office applications
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, Powerpoint,Teams) Essential
• Excellent knowledge of effective diary management and scheduling
  
  

Desirable

• Good knowledge of TfL management/administrative systems
• Good knowledge of procedural office practices
• Excellent awareness of key contacts internal and external to the respective office/directorate Awareness of SharePoint creation and design
  
  

Essential

Skills

• Excellent written and verbal communication skills
• Application of Microsoft Office applications
• Appreciation of procedural office practices
• Ability to build effective working relationships with colleagues across the organisation at all levels
  
  

Desirable

• Awareness of key contacts internal and external to the respective office/directorate
• Awareness of SharePoint creation and design
  
  

Experience

Essential

• Experience of providing PA support within a complex & political organisation, requiring high levels of communication with a range of internal/external senior stakeholders
• Experience of handling sensitive and confidential information requiring high levels of diplomacy
• Proven experience as a PA, EA or similar role supporting senior executives or Directors.
  
  

Desirable

• Experience of proficiently dealing with a number of queries of differing natures, requiring an approachable and confident way of working
  
  

Application Process

Please apply using your CV AND a two-page covering letter. PDF format preferred and do not include any photographs or images.

Equality, diversity and inclusion

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria.



Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the level of role but mostly include the below:

• Final salary pension scheme
• Free travel for you on the TfL network
• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
• 30 days annual leave plus public and bank holidays
• TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
• Private healthcare discounted scheme (optional)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure and travel offers
• Discounted Eurostar travel
  
  

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.