Executive Assistant

tms (USA); Chicago (IL); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

Healthcare benefits

401(k) with match

Job summary

tms is seeking an Executive Assistant to be a trusted partner to senior leaders, ensuring they stay focused on high‑level priorities in a fast‑paced environment. If you’re ambitious, proactive, and thrive in a dynamic team, this is your opportunity to make a difference.

The role covers on‑site and hybrid office support, calendar and travel management, expense reporting, meeting coordination, and information governance across SharePoint and Teams.

Qualifications

• 5+ years providing top-tier executive support in fast-paced environments.
• Strong written and verbal communication, with a professional demeanor.
• Ability to manage confidential information with integrity.

Responsibilities

• On-Site and Office Support: Welcome guests, coordinate catering, set up meeting spaces.
• Core Administrative Functions: Manage calendars, travel, expenses, and approvals.
• Meeting and Event Coordination: Plan agendas, coordinate content, and run virtual sessions on Teams.
• Document and Information Management: Maintain files, SharePoint, and Teams sites.
• Expanded Support: Back up other assistants, drive process improvements, and support strategic projects.

Skills

Executive support

Calendar management

Travel coordination

Meeting planning

Office coordination

Tech-savvy

Tools

Netsuite

Airtable

CoPilot

Job description

ABOUT US

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.

WHAT MATTERS THE MOST

Breakthrough, business-driving ideas come from extraordinary people with the freedom to be their most authentic selves at work. Authenticity and diversity are critical elements of our business. They can only be realized when we create access and equity for all. We foster a culture of inclusion and belonging and aspire to be ever-evolving.

tms is a place where brilliant people are better together. If you want your ideas to be heard and to contribute to a culture of inclusion and authenticity, bring us your voice! Visit us at tmsw.com.

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, coordinate catering, and ensure 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, confidential information with absolute integrity

• Flexibility & Commitment: Willingness to step in outside standard hours when the mission calls

• Tech-Savvy Edge: Experience with Netsuite, Airtable, CoPilot, or other automation tools is a big plus

Starting salary between $80K-90K

TOTAL REWARDS

Our total rewards philosophy integrates programs for compensation, benefits, recognition, learning and development, corporate culture, corporate citizenship and work-life balance. While individual program components may differ by country, some things remain constant:

• Our commitment to rewarding results

• Opportunities to work with talented and driven individuals at every level of our company who respect each other, treat each other fairly and hold one another accountable for our customers’—and our company’s—success

There's more ...

• Generous medical, dental, vision and other great benefits

• Paid parental and medical leave programs

• 401(k) with a company match component and profit sharing

• 15 days of paid time off plus company holidays

• Hybrid work model

• Tuition reimbursement and student loan repayment assistance

• Inclusive employee resource groups

EQUAL OPPORTUNITY EMPLOYER

We are an equal opportunity employer, and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

RECRUITING AGENCIES

tms does not accept agency resumes submitted by third-party vendors unless a valid agreement has been signed and the tms Talent Acquisition Team has granted authorization for submissions for a specified position. Please do not submit or forward resumes to our site, tms employees, or any other company location. tms is not responsible for any fees related to unsolicited resumes.