Executive Assistant

Company Description

Present in over 100 countries and employing nearly 80,000 professionals, Publicis Groupe is the third largest communications group in the world. Publicis Groupe is listed on the Euronext Paris [FR0000130577] and is part of the CAC 40 index. Active across the entire value chain, Publicis Groupe offers its major clients a transversal, unified and fluid model allowing them access to all the Groupe's tools and expertise around the world through the mantra "The Power of One."

Job Description

As the Executive Assistant for our Publicis Groupe, you will play a critical role in providing high-level administrative support and ensuring the efficient operation of key executive's office. This position operates within well-established guidelines. The ideal candidate will be able to manage responsibilities for several top executives in the Groupe. A positive, problem-solving mindset is a must and you will report into the SVP of operations.

Core Responsibilities

• Assist in managing expenses in the Concur system for executives
• Ensure all expenses align with T&E policies and receive proper approvals before booking/confirming
• Submit officer benefits reimbursement to HR/Talent team on a quarterly basis and keep regular updates on remaining balance with each executive
• Effectively manage the executive's calendar, schedule appointments, and coordinate meetings.
• Coordinate travel arrangements, including flights, accommodations, and ground transportation.
• Support on call requests for leadership support such as booking conference rooms, food and beverage, last minute orders and requests and all that apply to assisting executives

• Work with Events team to arrange all aspects of company events, conferences, and team-building activities (location, set-up, food, and activities)

• Provide administrative support to other members of the executive team when required
• Assist with onboarding new employees and facilitate smooth integration
• Organize and prepare meeting agendas, materials, and presentations
• Attend meetings, record minutes, and distribute meeting notes and action items.

• Act as a primary point of contact for internal and external stakeholders, filtering and prioritizing inquiries
• Draft and prepare emails, letters, memos, reports, and other documents as needed
• Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft office (Word, PowerPoint, Excel, etc.)

Qualifications

• Bachelor's degree in business administration, communications, or a related field (preferred)
• Proven experience (3-5 years experience) as an executive assistant or similar role supporting senior-level executives
• Excellent verbal and written communication skills, including strong editing and proofreading abilities, with the ability to positively and interact with all coworkers, partners and/or clients
• Strong project and event management skills
• Proficient in using productivity tools, including Microsoft Office, Outlook, and Concur
• Able to work when needed to meet deadlines, including nights and/or weekends and traveling as necessary
• Influential with others, tailoring communication to the needs of the target audience
• Knowledge of the media industry or previous experience in a media agency

Additional Information

Our Publicis Groupe motto "Viva La Différence" means we're better together, and we believe that our differences make us stronger. It means we honor and celebrate all identities, across all facets of intersectionality, and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.

Compensation Range: $58,500-92,000. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time.

The Company anticipates the application deadline for this job posting will be 10/24/2024.

Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage, dental, vision, disability, 401K, as well as parental and family care leave, family forming assistance, tuition reimbursement, and flexible time off.

If you require accommodation or assistance with the application or onboarding process specifically, please contact