Executive Assistant

Company description

Publicis Media Exchange (PMX) is the investment arm of Publicis Media, supercharging our agencies and clients to drive smart application of investment by leveraging scale, marketplace innovation, deeper partnerships, and intelligence. PMX is at the forefront of the converging marketplace, solving industry challenges and executing data‑informed, tech‑enabled media to help marketers connect with consumers in a measurable way.

Provide high‑level administrative support for the organization's executives, requiring confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization's operations, procedures, and people.

• Manage executives’ schedules and coordinate meetings using Outlook calendar
• Manage the executive's special/strategic projects
• Advise, support, assist, coordinate, and collaborate on special/strategic projects which are highly complex, and involve creation and oversight.
• Monitor, review, and approve standard reports to ensure special/strategic projects are conducted within established budgets and timelines
• Perform other administrative tasks using independent judgment and discretion
• May have access to the executives’ email accounts to schedule their appointments or redirect routine inquiries from internal sources
• Gather, compile, and verify information for the executives’ use in documents such as memos, letters, reports, speeches, presentations, and news releases
• Facilitate smooth communications between the executives and coworkers as well as between the executives and external parties such as media, customers, clients, partners and the public
• Handle confidential information and maintain the security of the executives’ records and files
• Perform other administrative tasks as needed
• Assist in managing Altair hours for executive and their direct reports
• As needed maintain client contact lists for executives
• Greet visitors for the executive and guide individuals to meetings
• Assist Executives with coordination of assistance from IT Resources when having issues with hardware or software
• Coordinate event planning and offsite meetings when necessary
• Submit officer benefits reimbursement to HR as needed
• At times send department wide email communications
• Arranging for travel for executive:
  • Booking airfare using Axiom travel system
  • Arranging for car service to and from events
  • Reserving hotel rooms using Axiom travel system
  • Make meal reservations while traveling
  • Work with representatives at American Express travel to resolve any travel changes or challenges when booking travel
• Altair expense processing:
  • Submit all executive travel expenses using Altair expense system
  • Ensure all expenses align with T&E policies
  • Scan and upload all supporting documents to Altair for expense processing
  • Maintain organized files regarding travel expenses in case there are further questions or audits conducted
• As needed order office supplies through 3rd party providers
• As needed for conferences and large meetings:
  • work with caterers to order food for events
  • maintain area where meeting will take place to make sure food and supplies are professionally presented and available
  • make the meeting room has necessary supplies (pads, pens, water, whiteboards, etc.)
• Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that outlook calendars have the appropriate room designated
• Open request tickets as needed for particular meeting room setups and audio‑visual requests
• Operate office equipment such as photocopiers, faxes, and printers
• Distribute incoming mail and prepare outgoing mail in coordination with building’s mailroom service
• Maintain office supplies or other inventory
• Filing and copying

• Requires a Bachelor’s degree
• Typically requires more than four to six years of prior, relevant work experience
• Requires proficient Microsoft Office skills
• Requires prior experience handling confidential data and 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…