Job Description

The Executive Assistant will handle a wide range of administrative and project management support needs of a C-suite executive of Publicis Media and back up support to other executives on the team. 

You will report to Global Chief Operating Officer, Publicis Media.

This is a hybrid role, requiring three days in-office each week. If you are contacted for an interview, your recruiter will discuss specifics with you, inclusive of any necessary reasonable accommodations.

Role Objectives:

Manage calendar schedule across global time zones; monitoring, updating, and prioritizing o   Resolve calendar conflicts o   Prioritize competing calendar needs across clients, vendors, executives and other key projectso   Maintain a rolling “look forward” on two week forward basiso   Track and follow up on meeting requests and rescheduling until resolved

Schedule, coordinate, and confirm meetings to include:o   Reserve conference roomso   Set up equipmento   Place catering orders when neededo   Initiate conference calls when necessaryo   Manage guest meet and greet for live meetings in office and coordination of security check in and other visitor procedures

Manage travel arrangements including flights, hotels, and ground transportationo   Proactively manage the travel experience such as transportation time required between meeting locations, etc.o   Research and understand visa and other travel requirements in advance of global travel, as well as building security procedures, contact information and directions as needed

Accurate expense reporting & timesheet preparation and submission on behalf of the Executives

Approve travel, time off, and expenses for Executives direct reports

Develop, review, and edit regular and confidential correspondence, presentations, and reports

Consolidate monthly and/or quarterly data and reporting, status documents, and internal/external presentation materials

Demonstrate confidentiality when handling sensitive information and matters

Engage and manage specific projects throughout their life cycle, ensuring initiatives remain on track and flag issues that jeopardize the quality or timeliness of deliverable