Executive Assistant

Team: Innovation and Portfolio

Reporting to: VP Transformation & Chief of Staff

Hybrid, Chicago

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.

ROLES AND RESPONSIBILITIES

• Provide on-site executive administrative support as needed, including greeting guests, arranging catering, setting up and cleaning up meeting rooms, and other related tasks. This role requires flexibility to be on-site beyond the standard two-day in-office guideline when business needs arise.
• Manages calendars / schedules for Senior Leaders and their teams including arranging meetings and conference calls (domestic and international); resolving conflicting time demands 
• Manages travel (domestic and international) and supporting documentation needs such as passport renewals, visas, etc
• Creating and submitting expense reports
• Ensuring all travel and expenses comply with our policy guidelines and best practices
• Manages files, SharePoint and Microsoft Teams sites for respective area 
• May assist with preparing Presentations (PowerPoint), emails and other communications 
• Assist with planning and delivery of large meetings (e.g., huddles, department staff meetings), including agenda creation, content coordination, note-taking, follow-up, and presentation support (running decks, running polls, managing tech and chat).
• Coordinates all arrangements for professional gatherings, meetings, conferences, and events including contract negotiation, menu selections, booking space, etc. at specified location when necessary 
• Orders, schedules, and manages purchases of gifts, miscellaneous deliveries, etc.  
• Manages correspondence and routing documents to appropriate parties.  Type, copy and publish information (notes, emails, etc.) in Office platform (i.e. SharePoint, Teams).  Organize and maintain files and archives.  
• Works closely with and acts as a backup to other Executive Assistants and Admins when necessary
• Partners with internal and shared services teams to assess internal administrative processes for continuous improvement, build processes to drive efficiency in planning, reporting, and communications within the team 
• Performs other office duties, when necessary, such as purchase orders, time sheets, etc.  

SKILLS AND EXPERIENCE WE WOULD LIKE YOU TO HAVE

• 5 years of experience minimum in an in Administrative or Executive support role(s)  
• Strong computer aptitude in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) 
• Excellent oral and written communication skills 
• Excellent virtual meeting management skills (typically through Teams)
• Strong interpersonal and relationship management skills. Ability to work well with a diverse group of people at all levels of the organization 
• Works well under pressure 
• Ability to multi-task 
• Adaptability/flexibility to changing priorities  
• Available by phone / email outside regular 40 hour work week  
• High level of integrity and discretion in handling sensitive and/or confidential information 
• Highly motivated, organized and able to work effectively with minimal supervision 
• Experience with NetSuite Open Air preferred but not required
• Experience with Airtable, CoPilot or other AI or automation tools preferred but not required

Starting salary between $85K-95K

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.