Executive Assistant
2 months ago
**Company Description**
APEX 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.
The 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 the 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.
**Role Objectives**:
- Manage and maintain calendar schedule across global time zones; monitoring, updating, and prioritizing
- Resolve calendar conflicts in a timely manner
- Prioritize competing calendar needs across clients, vendors, executives and other key projects
- 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,
- 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**
- 5-8 years as an Administrative or Executive Assistant, with experience supporting a manager with global duties
- Previous experience in dealing with confidential information and with senior management
- Adherence to corporate policies and administrative processes
- Strong collaboration with other Executive Assistants in managing projects, events and mutual coverage
- In office 3 days per week to also support on site office management, meetings, etc.
**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.
All your information will be kept confidential according to EEO guidelines.
LI-Hybrid
Req #24-5736
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