Administrative Assistant

Company Description

Overview The Administrative Assistant will provide high-level administrative support to senior leadership and logistical support to a global team, ensuring seamless coordination of complex and fast paced pitch activities and executive meetings. This role requires discretion, sound judgment, and proactive problem-solving skills, along with exceptional time management and communication skills. Supporting a dynamic team across New York, Chicago, and remote locations, the Administrative Assistant must excel in cross-office and virtual coordination while maintaining professionalism, efficiency, and confidentiality.

Core Administrative Assistant Responsibilities

• Travel Coordination: Identify travel options, manage approvals and bookings, create itineraries, monitor schedules, and prepare contingency plans
• Expense Management: Prepare and submit T&E reports accurately and on time
• Team Administration: Maintain up-to-date timesheets and vacation calendars
• Meeting Organization: Own end-to-end scheduling and logistics for team meetings, including room bookings and remote participant support
• Team Engagement: Assist with ad hoc activities such as team celebrations and events
• Process Improvement: Identify opportunities to streamline and enhance existing processes

Core Pitch Support Responsibilities

• Meeting Coordination: Collaborate with team Leads to manage executive meeting requirements across pitch work streams. Maintain a comprehensive meeting tracker and schedule key sessions, check‑ins, and rehearsals
• Scheduling Management: Act as the central point of contact for high-volume, time-sensitive scheduling across time zones, ensuring accuracy and efficiency
• Contingency Planning: Handle last-minute changes with professionalism, anticipate conflicts, and communicate backup plans
• Logistics & Setup: Book meeting rooms, arrange catering, print key documentations, book‑in visitors and ensure IT/AV support is booked. Assist with setup and breakdown for workshops, and rehearsals
• Pitch Day: Set up meeting spaces with required materials, décor, and supplies. Collaborate with vendors on the day and support the full event execution
• Vendor & Resource Management: Source new vendors, confirm availability, and manage payment terms
• Document and Content Support: High-level support with the creation of org charts, biographies, Word docs and PowerPoint slides. Proofread when required
• Proactive Planning: Anticipate resource needs and adjust plans as required
• Utilises AI and workflow tools: To improve the speed and accuracy of our output and to support effective ways of working
• Relationship building: Working closely with our Finance, Resource and executive and admin assistants to adhere to company policies and support with fast turnaround requests

Confidentiality: Maintain strict discretion when handling sensitive pitch materials and executive communications

• 3–5+ years of experience supporting executive-level professionals
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Exceptional communication and interpersonal skills
• Strong organizational and project management abilities
• Meticulous attention to detail and accuracy
• Able to work in a fast‑pace and high-pressure environment
• Excellent judgment, problem-solving, and decision-making skills
• Ability to build strong relationships across team members and other departments (i.e. Finance, HR, other administrative and executive assistants) and across office locations
• Integrity in handling sensitive and confidential information
• Ability to multitask, prioritize, and elevate is necessary
• Enthusiasm and passion for the role and organization

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…