Executive Assistant

Job Description

We are looking for an experienced Executive Assistant (EA) to support two of our dynamic strategy business leads in a fast-paced, creative environment. You will be an expert at juggling multiple, ever-changing diaries and thrive in a role that requires calm, upbeat problem-solving. If you are personable, enthusiastic, and confident in your communication skills, both as a team player and when working independently, we would love to hear from you.

Key Responsibilities

Diary Management:

• Daily management of diaries for three business leads.
• Prioritizing and flexibly adjusting schedules as needed.
• Scheduling regular meetings with key clients and stakeholders accurately and timely.
• Maintaining close contact with leaders to ensure reschedules are communicated effectively.

Meeting Management:

• Organizing various sizes of meetings, from 1:1s to larger client workshops.
• Managing meeting logistics, including booking rooms, catering, AV support, and guest access.
• Proficiency with Teams, Zoom, and other virtual platforms.

Tech Savvy:

• Essential knowledge of Outlook, Gmail, PowerPoint, Keynote, and Excel.
• Familiarity with file and video sharing platforms like SharePoint, Google Meet, and WeTransfer.

Finance Management:

• Managing leaders’ expenses, timesheets, and POs using platforms like Altair, TeamSeer, and Concur.
• Overseeing budgets for team events and socials.

Email Management:

• Occasional email management without full access to leaders’ inboxes.

Travel Management:

• End-to-end booking of complex travel, accommodation, visas, and transport.
• Adhering to Publicis Groupe travel compliance and handling last-minute travel changes.

General Admin:

• Maintaining up-to-date contact lists, org charts, and other central documents.
• Organizing transport and couriers for important correspondence and parcels.

Events & Team Culture:

• Helping to organize events hosted by your leader and larger agency socials.
• Participating in our culture community, The Core, to assist with agency meetings, and events like Summer and Christmas parties.

Holiday/Absence Cover:

• Providing cover for other PAs and EAs during holidays or absences.

Qualifications

• People-centric with excellent relationship-building skills.
• High emotional intelligence and discretion.
• Able to relay accurate messages quickly and adapt communication styles to diverse audiences.
• Always communicates with a smile.
• Exceptional time-management and problem-solving skills.
• Quick learner who can take on new tasks with minimal supervision and maintain clarity under pressure.
• High standard of administrative work with excellent formatting and grammar.
• Attention to detail in all tasks, from presentations to scheduling.