Executive Assistant to Global Chief Operating Officer

Company DescriptionAPEX Exchange (APEX) is a distinct next-generation trading entity within Publicis Media that identifies and invests in emerging market trends to benefit Publicis clients. APEX develops innovative offerings through direct partnerships and principal investments that allow clients of all size to benefit from custom solutions in an increasingly complex media environment. Clients opt into solutions outside the agency’s core services that offer tangible benefits including guaranteed outcomes, and advantageous pricing.OverviewThe 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.ResponsibilitiesRole Objectives:

Manage calendar schedule across global time zones; monitoring, updating, and prioritizing

Resolve calendar conflicts

Prioritize competing calendar needs across clients, vendors, executives and other key project

Maintain a rolling “look forward” on two week forward basis

Track and follow up on meeting requests and rescheduling until resolved

Schedule, coordinate, and confirm meetings to include:

Reserve conference rooms

Set up equipment

Place catering orders when needed

Initiate conference calls when necessary

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 transportation

Proactively manage the travel experience such as transportation time required between meeting locations, etc.

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

Qualifications

5+ years of experience supporting a manager with global duties

Previous experience in dealing with confidential information and with senior management

Excellent verbal, written, and interpersonal skills

Adherence to corporate policies and administrative processes

Flawless attention to detail

Strong collaboration with other Executive Assistants in managing projects, events and mutual coverage

In office minimum of 3 days per week to also support on site office management, meetings, etc.

Additional InformationOur 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: $58,500 - $88,000 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. For this role, 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 10/30/2024.