Personal Assistant (TEMPORARY)

Company Description

Publicis Groupe, the world's second largest communications group, is a solutions platform that is present in more than 100 countries and has more than 98,000 employees. With a unique work philosophy, The Power of One puts clients at the center by promoting the growth of their business through creative agencies (Publicis, Leo Burnett, Publicis Health, Wysiwyg, Nurun and Digitas), media (Zenith, Starcom, Spark and Performics), and areas of transversal knowledge. Publicis Groupe links Creativity, Technology and Data offering a value proposition that effectively connects brand and consumer.

Job Description

As a Personal Assistant, you would be responsible for supporting managers in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

The Personal Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. You should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

How you’d spend your day:

• Welcoming visitors, when it’s needed
• Reception and call screening, besides regular mail and email
• Manage busy diaries, coordinating meetings and visits in person and online. Keeping ahead of potential scheduling conflicts; using initiative to find solutions and communicate changes in a timely manner. Planning internal and external meetings
• Documents signing and records centralize
• Extensive travel booking - Flights, hotel, itineraries.
• Organize conferences including speakers, IT and logistics.
• Coordinate team meetings including Senior Leadership team building activities.
• Supporting and communicating with RSS (Staff, administration, etc.).
• Process expenses, raise PO's, reviewing and giving green light to different invoices – ReadSoft system
• Updating and upkeeping organization charts
• Managing renting cars (revision, accident reports, tire changes)
• Handling confidential information with integrity.

Pitch / New Business:

• Support New Business: looking for specifications of the pitch, preparing administrative documents and final delivery of pitches for public administration + asking for a bank guarantee + homologation of the agency in the platforms for private company pitches
• Translating documents
• Elaborating presentations

Communication:

• Updating and maintenance of contact directory
• Creating schedule and records for different committee
• Registering material and participants for festivals and seminars
• Supporting and communicating with different municipalities and units of the Group
• Creating of Press Kit
• Updating Comms Track from International with local news/notes/articles, etc.
• Support in Organization and Events manage.

Qualifications

What we’re looking for:

• University degree, that can be compensated with at least 2 years of experience in a similar position.
• Are proficient in English level (C1 or more).
• Good knowledge and use of Microsoft office & Google Suite.
• Excellent interpersonal skills.
• Strong active listening and communication skills
• Proactive problem-solving approach
• Ability to multitask effectively
• Strong time-management and organizational skills

Additional Information

Why join us? Because we offer reasons such as:

🌟 Flexible Benefits: Enjoy more than just work with flexible compensation including meal vouchers, health insurance, transportation, and more.

🚀 Growth Opportunities: Advance in your professional career by working with major clients and gaining access to specialized training programs.

📚 Online Training: Through our artificial intelligence platform, access countless courses. Additionally, free English classes for groups of up to 6 people with native teachers.

🌍 Work from Anywhere: Telecommute for 6 weeks from over 100 countries with our #WorkYourWorld program.

🎉 Special Days Off: Celebrate your holidays, birthdays, and Advertising Day with additional days off.

✨ Work-Life Balance: Enjoy a hybrid model with up to two days working from home and intensive summer hours.

Here at Publicis Groupe, we are committed to building a culturally diverse workforce and therefore strongly encourages applications from underrepresented groups.  We are committed to equality of opportunity and welcome applications from all individuals, regardless of their background: we do not discriminate on the basis of race, color, religion, gender ident