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.

Overview

Provide high-level administrative support for the organization's executives, requiring confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization's operations, procedures, and people. This position operates within well-established guidelines.

Responsibilities

• Manage the executive's special/strategic projects

• Advise, support, assist, coordinate, and collaborate on special/strategic projects which are highly complex, and involve creation and oversight of multifaceted teams

• Monitor, review, and approve standard reports to ensure special/strategic projects are conducted within established budgets and timelines

• Respond to more complex or escalated inquiries from other administrative staff

• Coach and mentor less experienced administrative staff to help them resolve problems

• Perform other administrative tasks using independent judgment and discretion

• Manage executives’ schedules and coordinate meetings using Outlook calendar

• May have access to the executives’ email accounts to schedule their appointments or redirect routine inquiries from internal sources

• Gather, compile, and verify information for the executives’ use in documents such as memos, letters, reports, speeches, presentations, and news releases

• Facilitate smooth communications between the executives and coworkers as well as between the executives and external parties such as media, customers, clients, partners and the public

• Handle confidential information and maintain the security of the executives’ records and files

• Screen and respond to incoming correspondence, inquiries, and phone calls

• As needed transcript and relay any phone messages left by callers for executives

• Draft letters and official information releases

• Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft office, word-processing (Word, PowerPoint, Excel, etc.)

• Perform other administrative tasks as needed

• Assist in managing Altair hours for executive and their direct reports

• As needed maintain client contact lists for executives

• Greet visitors for the executive and guide individuals to meetings

• Assist Executives with coordination of assistance from IT Resources when having issues with hardware or software

• Coordinate event planning and offsite meetings when necessary

• Submit officer benefits reimbursement to HR as needed

• At times send department wide email communications

• Arranging for travel for executives:

• Booking airfare using Axiom travel system

• Arranging for car service to and from events

• Reserving hotel rooms using Axiom travel system

• Make meal reservations while traveling

• Work with representatives at American Express travel to resolve any travel changes or challenges when booking travel

• Altair expense processing

• Submit all executive travel expenses using Altair expense system

• Ensure all expenses align with T&E policies

• Scan and upload all supporting documents to Altair for expense processing

• Maintain organized files regarding travel expenses in case there are further questions or audits conducted

• As needed order office supplies through 3 rd party providers

• As needed for conferences and large meetings

• work with caterers to order food for events

• maintain area where meeting will take place to make sure food and supplies are professionally presented and available

• make the meeting room has necessary supplies (pads, pens, water, whiteboards, etc.)

• 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

• Operate office equipment such as photocopiers, faxes, and printers

• Distribute incoming mail and prepare outgoing mail in coordination with building’s mailroom service

• Maintain office supplies or other inventory

• Filing and copying

Qualifications

• Requires a Bachelor’s degree

• Typically requires more than four to six years of prior, relevant work experience

• Requires proficient Microsoft Office skills

• Requires prior experience handling confidential data and information

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.

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 USMSTACompliance@publicis.com . All your information will be kept confidential according to EEO guidelines.

Compensation Range: $59,850 - $82,740 annually. 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. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third-party benefits administration system once certain criteria have been met. Temporary roles may also qualify for participation in our 401(k) plan after eligibility criteria have been met. For regular roles, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 1/29/2025