Company Description

Publicis Media harnesses the power of modern media through leading agency brands Dysrupt, Infinite Roar, Publicis Collective, Publicis Health Media, Spark Foundry, Starcom and Zenith, as well as global accelerator PMX; immersive experience group PMCI and access to integrated platform-based technologies and offerings from CJ, Epsilon and Influential.

A key business solution of Publicis Groupe, Publicis Media’s digital-first, data-driven global solutions deliver client value and drive growth in a platform-powered world. It is present in over 100 countries with over 23,000 employees worldwide.

Role Overview

The Personal Assistant will provide administrative support to four senior executives in the Global Commercial Team.

The position will require resilience, discretion, judgment, tact, poise, and the ability to prioritize and be proactive in anticipating the business needs of the assigned senior executives.

The Personal Assistant must possess superb time management skills, excellent verbal and written communication skills, a productive and proactive approach toward work, and a strong sense of urgency. We are seeking an individual who is passionate about providing considered support to four busy executives who are very supportive, approachable and keen to integrate you into their teams so you can gain understanding of our business.

Working for: Execs working in the same team, but their roles are independent of each other, each have separate teams reporting to them.

Responsibilities

• Provide administrative support with high degree of initiative, confidentiality and professional demeanour. Maintain poise and resilience to project a professional image with diplomacy and creativity in work strategies.
• Anticipating Global Commercial Team needs and proactively highlighting or addressing potential calendar, team and workload issues, handling email correspondence ensuring Global Commercial Team are prepared in advance of meetings with agenda and/or document printing, co-managing the diaries and facilitating keeping them to time. Awareness of where they are and where they need to be next, actively reminding them of next meeting so they keep to diary timing
• Maintain calendars using Microsoft Outlook to the level agreed with each Global Commercial Team member. Schedule meetings using knowledge and good judgment of priorities. Flag duplicate meetings, block out work/travel times, ensure desks are booked and calendarised, pre-empt moving meetings near key client meetings milestones confirmed by the Global Commercial Team
• Drafting ad hoc emails on behalf of some of the Global Commercial Team team, pulling data or info from other team members and areas of the business in some cases to create drafts
• Provide business travel arrangements and support: booking travel monitoring travel schedules, provide back up plans as needed and advise on best routes/options generally
• Expense and timesheet submitting – preparation and submission of expense and timesheets on behalf of the Global Commercial Team, managing expense reports from submission through to payment on their behalf. Reviewing expense claim approvals for their team members, flagging any errors, duplicates, or concerns.
• Taking meeting/call transcriptions and getting them into a first draft follow-up/key actions
• Maintain up to date status on vacation calendars.
• Maintain confidential files and records using judgment and discretion.
• Provide ad hoc support including booking team events, meeting rooms, ordering catering, greeting clients
• Transferring of data into Salesforces, summary updates into regular reports, newsletters, and PowerPoint decks for exec leadership meetings
• Handle internal and external correspondence, create reports and presentations, as necessary.
• Ad hoc PowerPoint deck skeleton creation for leadership meetings. More detailed slide creation and formatting may be required.
• Seek out opportunities to evaluate existing team processes and suggest/make improvements when necessary.
• Build effective, professional relationships with Publicis’ PA community, team-mates, co-workers, clients and business partners.
• Coordinate internal and external meetings and events.
• Internal event organising support – team monthly training, workshops, summer/Christmas parties etc.
• Perform ad hoc duties and projects as assigned by senior executives.

Qualifications

• Previous experience in a personal assistant role supporting executive level employees
• Proficient with Microsoft Office (Excel, Word, PPT and Outlook), Sharepoint, Salesforces – required,
• Knowledge of project tracking systems, CRM platforms and Microsoft Chat GPT (or other AI tools) not essential but advantageous to the role
• Excellent communication skills
• Resilience and ability to work under pressure as well as under own initiative
• Ability to multi-task and prioritize; demonstrated agility and flexibility
• Strong organizational and project management skills
• Attention to detail and accuracy
• Excellent judgment, problem solving and decision-making ability
• Excellent relationship building skills
• Ability to handle sensitive and confidential information with integrity
• Passion and enthusiasm for the position and the organization

Additional Information

Publicis Media offers a wide range of benefits to support our employees. Full details are shared when you join, but highlights include core benefits such as Pension, Life Assurance, and Private Medical cover, alongside enhanced policies like Reflection Days and Shared Parental Leave. You’ll also have access to a range of additional initiatives, including:

Please check out the Publicis Career Page which showcases our Inclusive Benefits and our EAG’s (Employee Action Groups).

Publicis Groupe works primarily from the office or our clients' office four days per week.