Personal Assistant in York

Publicis Media harnesses the power of modern media through leading agency brands and global accelerator PMX. A key business solution of Publicis Groupe, Publicis Media’s digital-first, data-driven global solutions deliver client value and drive growth in a platform-powered world. It is present in over 100 countries with over 23,000 employees worldwide.

The Personal Assistant will provide administrative support to four senior executives in the Global Commercial Team. The position will require resilience, discretion, judgment, tact, poise, and the ability to prioritise and 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 and proactive approach toward work, and a strong sense of urgency. We are seeking an individual who is passionate about providing considered support to four busy executives who are very supportive, approachable and keen to integrate you into their teams so you can gain understanding of our business.

Responsibilities:

• Provide administrative support with high degree of initiative, confidentiality and professional demeanour.
• Maintain poise and resilience to project a professional image with diplomacy and creativity in work strategies.
• Anticipate Global Commercial Team needs and proactively highlight or address potential calendar, team and workload issues.
• Handle email correspondence ensuring Global Commercial Team are prepared in advance of meetings with agenda and/or document printing.
• Co-manage diaries and facilitate keeping them to time.
• Maintain calendars using Microsoft Outlook to the level agreed with each Global Commercial Team member.
• Schedule meetings using knowledge and good judgment of priorities.
• Draft ad hoc emails on behalf of some of the Global Commercial Team.
• Provide business travel arrangements and support.
• Prepare and submit expense and timesheets on behalf of the Global Commercial Team.
• Take meeting/call transcriptions and get them into a first draft follow-up/key actions.
• Maintain up to date status on vacation calendars.
• Maintain confidential files and records using judgment and discretion.
• Provide ad hoc support including booking team events, meeting rooms, ordering catering, greeting clients.
• Transfer data into Salesforces, summary updates into regular reports, newsletters, and PowerPoint decks for exec leadership meetings.
• Handle internal and external correspondence, create reports and presentations as necessary.
• Seek out opportunities to evaluate existing team processes and suggest/make improvements when necessary.
• Build effective, professional relationships with Publicis’ PA community, team-mates, co-workers, clients and business partners.
• Coordinate internal and external meetings and events.
• Perform ad hoc duties and projects as assigned by senior executives.

Qualifications:

• Previous experience in a personal assistant role supporting executive level employees.
• Proficient with Microsoft Office (Excel, Word, PPT and Outlook), Sharepoint, Salesforces.
• Excellent communication skills.
• Resilience and ability to work under pressure as well as under own initiative.
• Ability to multi-task and prioritise; 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.

Publicis Media offers a wide range of benefits to support our employees. Full details are shared when you join, but highlights include core benefits such as Pension, Life Assurance, and Private Medical cover, alongside enhanced policies like Reflection Days and Shared Parental Leave.