Senior Administrative Coordinator

2 weeks ago


Chicago Illinois, United States Publicis Groupe Full time

Job Overview
As a Senior Administrative Coordinator at Publicis Groupe, you will be instrumental in delivering high-level administrative assistance and ensuring the seamless functioning of the executive office.

This role operates within established frameworks. The ideal candidate will adeptly manage tasks for multiple senior executives within the organization. A proactive, solution-oriented approach is essential, and you will report directly to the Senior Vice President of Operations.

Key Responsibilities
1. Oversee and manage executive expenses using the Concur system.
2. Ensure compliance with travel and expense policies, securing necessary approvals prior to bookings.
3. Process officer benefits reimbursements quarterly and maintain updated records of each executive's remaining balance.
4. Efficiently manage the executive's calendar, coordinating appointments and meetings.
5. Arrange travel logistics, including flights, accommodations, and ground transportation.
6. Provide leadership support for urgent requests, such as booking conference rooms and catering services.
7. Collaborate with the Events team to coordinate all elements of company gatherings, conferences, and team-building activities (including venue selection, setup, catering, and activities).
8. Offer administrative assistance to other members of the executive team as needed.
9. Facilitate the onboarding process for new hires to ensure a smooth transition.
10. Organize and prepare meeting agendas, materials, and presentations.
11. Attend meetings, document minutes, and distribute notes and action items.
12. Serve as a primary contact for internal and external stakeholders, prioritizing and filtering inquiries.
13. Draft and prepare various documents, including emails, letters, memos, reports, and other necessary materials.

Document Management
Accurately transcribe, format, and proofread documents such as correspondence, contracts, meeting minutes, reports, speeches, and presentations using Microsoft Office Suite (Word, PowerPoint, Excel, etc.).



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