Executive Assistant

Company Description

Publicis Media harnesses the power of modern media through global agency brands CJ, Performics, Publicis Collective, Publicis Health Media, Spark Foundry, Starcom and Zenith. A key business solution of Publicis Groupe ([Euronext Paris FR0000130577, CAC 40], Publicis Media’s digital-first, data-driven global practices deliver client value and drive growth in a platform-powered world. It is present in more than sixty countries with over 23,000 employees worldwide.

Job Description

As the Executive Assistant for our Publicis Media, you will play a critical role in providing high-level administrative support and ensuring the efficient operation of the executives' offices. This position requires exceptional organizational skills, strong attention to detail, excellent communication abilities, the ability to maintain confidentiality, and knowledge of the organization's operations, procedures, and people. This position operates within well-established guidelines. The ideal candidate will be proactive, resourceful, and able to handle a fast-paced environment.

Core Responsibilities:

1. Calendar and Schedule Management:

• Effectively manage the executives' 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
• Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that outlook calendars have the appropriate room designated
• Open request tickets as needed for particular meeting room setups and audio-visual requests

2. Expense tracking

• Assist in managing Concur hours for executives and their direct reports
• Submit all executive travel expenses using Concur expense system
• Ensure all expenses align with T&E policies
• Scan and upload all supporting documents to Concur for expense processing
• Maintain organized files regarding travel expenses in case there are further questions or audits conducted
• Submit officer benefits reimbursement to HR as needed

2. Communication and Correspondence:

• Act as the 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.)
• Maintain effective communication channels between the executive and various teams within the agency.
• Field incoming phone calls, follow-up and resolve appropriately 
• Appropriate and balanced interactions with leaders, sales community, outside vendors and respective admins and support staff
• Operate office equipment such as photocopiers, faxes, and printers
• Distribute incoming mail and prepare outgoing mail in coordination with building’s mailroom service

3. Meeting Support and Documentation:

• Organize and prepare meeting agendas, materials, and presentations.
• Attend meetings, record minutes, and distribute meeting notes and action items.
• Follow up on action items and ensure timely completion.

4. Information Management:

• Maintain accurate and up-to-date electronic and physical filing systems.
• Handle sensitive and confidential information with the utmost discretion.
• Conduct research and gather information as requested by the executive.
• Maintain a variety of department lists, as well as department and senior level organizational charts

5. Project Coordination:

• Assist the executives in coordinating and tracking progress on various projects.
• Collaborate with different teams to gather necessary information and ensure deadlines are met.
• Prepare reports and presentations related to ongoing projects.

6. Event and Team Support:

• Arrange all aspects of company events, conferences, and team-building activities (location, set-up, food, and activities)
• As needed for conferences and large meetings:
  • Work with caterers to order food for events
  • Work with Guest Relations team to maintain area where meeting will take place and make sure food and supplies are professionally presented and available
  • Work with Guest Relations team to ensure the meeting room has necessary supplies (pads, pens, water, whiteboards, etc.)