Junior Personal Assistant

What will you be doing? The Personal Assistant is a key role to keep the team running smoothly through performing key administrative and support tasks in the daily role of the leaders they support and by supporting with critical projects and tasks.

Responsibilities

• Manage complex and ever-changing calendars, including pro-actively scheduling meetings and appointments across multiple time zones.
• Coordinate and oversee all international travel arrangements for the team, including flights, accommodation, and ground transportation, as well as managing visa applications and any required health documentation or testing.
• Handle last-minute travel changes and disruptions.
• Process expenses, invoices, and purchase orders, and liaise closely with finance teams to support accurate budget tracking and reporting.
• Prepare meeting agendas, action items, and necessary data in advance.
• Assist with creating, formatting and proofreading presentations.
• Proactively track and remind executives of critical tasks, deadlines, and deliverables.
• Organise logistics for team events, company meetings, and off-sites.
• Manage catering, room bookings, and guest services.
• Other admin: timesheets, expenses, travel, holiday allocation and team approvals.
• Available to travel as needed for off-sites and events.

Project Support

• Maintain and update key documents.
• Manage on-time delivery of project updates - check accuracy of materials.
• Maintain team files - maintain structure and access to the right people.
• Coordinate all major meetings, circulating agendas, taking minutes, and circulating actions where required.
• Support the team to ensure consistency across materials produced by the team.

Qualifications

• Prior experience of supporting multiple senior stakeholders.
• Excellent time management and organisation with the ability to plan, think ahead, be proactive demonstrating keen eye for detail.
• Ability to manage multiple priorities under pressure.
• Sound interpersonal and communication skills, with the ability to build relationships with the team, other departments and third-party contacts.
• Experience of working around a creatively focused organisation.
• A good team player who is helpful, curious, resourceful, conscientious.
• Proficient IT skills including MS Outlook, Excel and PowerPoint, online databases and website applications.
• Strong problem-solving skills and the ability to proactively manage your exec's time.

Additional Information

Publicis Media has fantastic benefits on offer to all of our employees, full details of which are shared when you join. This includes the classics like Pension, Life Assurance, Private Medical, as well as Reflection Days, Shared Parental Leave, and spans other initiatives.

At Publicis Media, we are proud to be an equal opportunities employer. We welcome and encourage applications from people of all backgrounds, and do not discriminate on the basis of race, ethnicity, nationality, religion or belief, disability, age, citizenship, relationship status, sexual orientation, gender identity, or any other protected characteristic. We are committed to providing a fair, accessible, and inclusive recruitment process. If you have any access needs - for example, related to disability, neurodivergence, or a health condition - please let us know. We’ll work with you to ensure the process works for you. Sharing this information will never impact your application.

Guided by our values, we listen with empathy, uplift each other, take responsibility, and embrace change - building a culture where everyone feels seen, respected, and genuinely included.