Executive Personal Assistant

Job Title: Executive Personal Assistant 

Position Type: TfL Permanent

Grade: Pay Band 2

Salary:  Circa £42K per annum depending on skills, knowledge, and experience

Location: Palestra / Hybrid

Number of roles: 1

Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4-week period. Hybrid working arrangements can evolve subject to business requirements.

Job Purpose

The Personal Assistant (PA) will be responsible for providing full and effective administrative and diary support for a Chief Officer or Director within a function. The job holder will be expected to work collaboratively within the executive office structure and across other executive offices to ensure consistency and on-going continuous improvement to better support the respective office in achieving business objectives/priorities. This role will also support governance, advisory and non-operational resourcing activity within their Chief Officer area.

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)

Skills, Knowledge & Experience 

Skills

• Excellent written and verbal communication skills
• Excellent organisation and time management skills
• Excellent problem-solving, critical thinking and prioritisation skills
• Excellent negotiation and influencing skills
• Proactive approach and ability to take initiative
• High attention to detail
• Ability to work effectively under pressure and with tight deadlines
• Ability to flex and adapt working style to suit the team and effectively manage changing priorities
• Ability to quickly build strong and effective working relationships with colleagues at all levels across the organisation and external stakeholders
• Ability to work independently and as part of a team
• Excellent Microsoft Office Suite skills

Knowledge

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

Experience

• Extensive 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 discretion and diplomacy
• Experience of expertly dealing with a number of queries of differing natures, requiring an approachable and confident way of working

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. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

Application Process

Please apply using your CV and a two-page covering letter.

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter. PDF format preferred and do not include any photographs or images

The closing date for applications is Sunday 1st February 2026@ 23:59

Benefits 

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

•    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