Known for its world-renowned creativity, best in class technology, digital and consulting expertise, Publicis is the world’s third largest communications group in the world. With more than 80,000 people in over 100 countries, the Groupe has four Solution hubs: Creative with Publicis Communications, Media with Publicis Media, Digital business transformation with Publicis.Sapient, and Health & Wellbeing with Publicis Health.

Since 2014 and the acquisition of Sapient and more recently Epsilon in 2019, Publicis Groupe has undergone a profound transformation by scaling a new model connecting data, creativity and technology.

Within our model, all agency brands share an operational backbone which gives them power and expertise of all the solutions hubs combined, with clients at the core. We call this “Power of One” and it delivers on our drive for more innovation, better ideas, collaboration and growth.

We are driven by a common purpose, a powerful spirit, shared behavior, great character and a relentless focus on our clients business and challenges. It breaks down the silos between Publicis Communications, Publicis Media, and Publicis.Sapient, making them work seamlessly and efficiently to help clients transform marketing and business at scale.

You can learn more here: www.publicisgroupe.com

The Global Client Practice:

Never has this vision of our organisation been so demonstrable, than within our newly expanded Global Client Practice. The ‘GCP’ is a team that sits at the core of our 100 most exciting, highest growth potential clients. Its specific purpose is to generate profitable organic growth for the Groupe by delivering and driving Power of One with some of the largest, most exciting brands Publicis works with at scale.

The GCP is led by Ros King (EVP, Global Clients) and organised into 4 pillars in service to this mission;

• Growth (Connection, Intelligence) 
• Finance and Commercial Ops (Contract, Negotiation) 
• Pipeline and Platforms (Pipeline tracking, Client health) 
• Talent (Recruit, Retain, Grow) 

With Global Clients hubbed and ran from all corners of our business, it is vital to create synergy and collaboration at the core in service to their growth. We are a truly connected and globally minded team. We are also nimble, efficient and consultative by our very definition. The team is fun, smart and passionate about the work do.

Provide direct administrative support to EVP, Global Clients and support with general team activities and to its members.

Key Responsibilities:

Calendar

• Schedule and coordinate meetings, conference calls, and other executive events, team and client meetings. Inform attendees of meeting dates and times, reserve meetings space, ensure the appropriate equipment/materials are available and coordinate hospitality services as needed in those meetings. Follow up on meeting action items as requested.
• Maintain and manage Executive’s calendar and contacts

Travel and T&E

• Arrange travel arrangements and itineraries, domestic and international with American Express travel. This is an essential and frequent part of the role and Ros’ time which can often be last minute and need changing at short notice
• Complete and track Executive’s expense reimbursements via Altair
• Phone, mail, etc +
• Ascertain the nature of incoming phone calls and emails, meticulously record messages, and alert Executive of emails and phone calls as necessary. Communicate in person and through correspondence with high-level contacts inside and outside the Company.
• Organize, prioritize, and summarize the content on incoming mail, special requests, and meetings.

Written communication

• Compose and type correspondence, memos, presentations, confidential materials, etc.
• Professional writing skills required 

Office Management

• Maintain adequate office supplies for Executive and NY team and visitors
• Perform general office duties, such as photocopying, filing, sending materials out via standard/certified mail, FedEx, etc.

Miscellaneous

• Provide support to Publicis Groupe visitors incl. finding and booking space, meeting rooms
• Responsible for keeping all team lists current and ensuring regular communication to stakeholders
• Ad-hoc projects – collaborate on special and / or strategic projects which can be highly complex and involve coordination of multiple stakeholders from across the organization
• Prioritize and review escalated inquiries and seek to solve problems initiatively, with judgment and discretion
• Gather and compile information such as letters, reports, presentations and external communications
• As needed for conferences and / or large meetings – work with caterers to order food for events and be on hand to ensure smooth running of these meetings

Ideal Candidate

• An ambassador and advocate 
• Gravitas – Is able and comfortable to talk with senior clients and represent the Groupe with professionalism
• Diplomatic, down to earth and personable
• Resilient – recognizes the importance and power of a great sense of humor esp. during busy times or whilst working within tight deadlines
• Professional, discreet and communicative
• Demonstrates and uses judgment, integrity and upholds confidentiality without compromising relationships
• Interested / curious in the work context of Ros and the practice
• Excellent communication, practical, and a problem solver
• Able to work remotely – Given Ros’ travel there will be times where outside working hours availability will be required
• Accountable, has high attention to detail and is collaborative

 Essential Skills: 

• 7+ years’ experience as an Executive Assistant in a client service led environment, Media industry experience a bonus
• A Bachelor’s Degree or equivalent is preferred
• Must have a proven track record of managing complex and frequent meeting coordination with Senior management
• Highly proficient with the applications of Microsoft Office, Word, Excel and PowerPoint.
• Confidentiality and discretion is required as it relates to private and confidential business matters.
• Should be highly organized, possess strong time management with multi-tasking skills and precise attention to detail.
• Excellent interpersonal, verbal and written communication skills are required
• Display a professional, detail-oriented and proactive approach
• Comfortable with ambiguity

All your information will be kept confidential according to EEO guidelines.