Publicis Media is one of the four solutions hubs of Publicis Groupe[Euronext Paris FR0000130577, CAC 40], alongside Publicis Communications, Publicis.Sapient and Publicis Healthcare. Led by Steve King, CEO, Publicis Media is comprised of five global brands, Starcom, Zenith, Spark Foundry, Blue 449 and Performics, powered by digital first, data driven global practices that together deliver client value and business transformation. Publicis Media is committed to helping its clients navigate the modern media landscape and is present in more than 100 countries with over 17,500 employees worldwide.

We are built on the foundation of Trust, Talent, Transformation:

TRUST
Trust is the cornerstone upon which we build our relationships. We hold ourselves to the highest standards of how a partner should behave.
We treat our people and our clients with respect, transparency and honesty.

TALENT
This is first and foremost a people business. We are committed to ensuring Publicis Media a destination for the best talent in our industry. We value people as individuals, growing ourselves as we grow our client’s business.

TRANSFORMATION
True transformation comes when we stop managing change, and instead initiate change. We believe in our purpose to be the admired force for business transformation. We believe that focusing on performance and results has the power to transform client business.

Provide timely and effective administrative support to an assigned office, business unit, department, or group of professionals within the organization. Perform administrative tasks according to established procedures so these activities are completed accurately and on time. This position operates within well-established guidelines.

Duties & Responsibilities

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 and/or travel queries 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
• Contact the appropriate approver to ensure they are aware of any pending approvals in travel/expenses
• Maintain organized files regarding travel expenses in case there are further questions or audits conducted

As needed

• Order office supplies through Staples
• As needed for conferences and large meetings
• Work with caterers through Seamless on the corporate account to order food for events
• Maintain area where meeting will take place to make sure food and supplies are professionally presented and available
• Make sure 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
• Support 6-10 executives
• Able to work 9am-5pm EST Monday through Friday

• Requires a high school education or equivalent
• Typically requires 1 year of prior, relevant work experience
• Requires proficient Microsoft Office skills and computer skills
• Typically requires prior experience handling confidential data and information

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