Personal Assistant, London

Publicis Groupe is one of the world’s largest communications holding companies, present in over 100 countries and employing about 100,000 professionals.  The Groupe is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation.

Our Global Media team drives innovation, and this diverse opportunity allows someone to become an integral part of not one but two teams, supporting our expansion and impact across the global media landscape for the worlds most revered brands.

This is a unique and expansive challenge for a Personal Assistant to support 2 Senior members of our Global Media Performance team, along with providing end-to-end logistical support to the Global Media New Business Team, coordinating travel, accommodation, pitch spaces/meeting rooms across Europe and beyond.

The Personal Assistant will be an efficient and confident communicator, able to prioritize tasks with an agile approach whilst managing expectations. The position will require discretion, judgment, tact, poise, and the ability to 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 approach toward work, and a strong sense of urgency.
 

Core Responsibilities

Performance Team:

• Provide administrative support with high degree of initiative, confidentiality and professional demeanor.
• Maintain calendars using Microsoft Outlook with little input.  Schedule meetings using knowledge and good judgment of priorities.
• Provide inbox management for the 2 senior executives you support.
• Provide business travel support, monitoring travel schedules and provide back up plans as needed.
• Coordinate meetings and events.
• Maintain confidential files and records using judgment and discretion.
• Handle internal and external correspondence; create reports and presentations, as necessary.
• Build effective, professional relationships with co-workers, clients and business partners.

New Business Team:

• Booking travel for whole team pitch responses across multiple markets, including flights and accommodation.
• Working with in-market teams to identify and book Business Space/Meeting rooms to conduct pitch meetings.
• Maintain high levels of confidentiality, bringing a maturity to your role.
• Excellent communication skills, working with multiple stakeholders across all EMEA markets.
• Proactive approach to business needs, forward thinking for the changing needs for the team.
• Liaising with 3rd party vendors on travel booking.

• Excellent time keeping and resilience to handle the dual nature of this role.
• 3-5+ years of experience in administrative role supporting executive level employees.
• Proficient with Microsoft Office (Excel, Word, PPT and Outlook).
• Excellent communication skills.
• 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.

COMPANY VALUES

TRUST

Trust is the cornerstone upon which we build our relationships. We hold ourselves to the highest standards of how a partner should behave. We treat our people and our clients with respect, transparency and honesty

TALENT

This is first and foremost a people business. We are committed to ensuring Publicis Groupe is a destination for the best talent in our industry. We value people as individuals, growing ourselves as we grow our client’s business

TRANSFORMATION

True transformation comes when we stop managing change, and instead initiate change. We believe in our purpose to be the admired force for business transformation. We believe that focusing on performance and results has the power to transform client business