Team Assistant and Travel Coordinator

Publicis Groupe is one of the world’s largest communications holding companies, present in over 110 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.

This is a unique and expansive challenge for a Personal Assistant to support a group of 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.

Responsibilities

• 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 light inbox management to at least 1 of the senior members 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 EMEA team pitch responders across multiple markets, including flights and accommodation, updating travel tracker.
• Travel bookings across 20 people ad hoc for various pitch needs.
• Support Global Ops team with creation of pitch travel itineraries, ad hoc with larger-scale pitches.
• Working with in-market teams to identify and book Business Space/Meeting rooms to conduct pitch meetings.
• Supporting Global Ops team with pitch logistics inc. catering, room set-up, building access, meet & greet.
• 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 arrangements.

Qualifications

• Excellent time keeping and resilience to handle the dual nature of this role.
• Demonstrable 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.

Publicis Groupe operates a hybrid working pattern with full time employees being office-based three days during the working week. We are supportive of all candidates and are committed to providing a fair assessment process. If you have any circumstances (such as neurodiversity, physical or mental impairments or a medical condition) that may affect your assessment, please inform your Talent Acquisition Partner. We will discuss possible adjustments to ensure fairness.