Executive Assistant to Global Chief Operating Officer

$58,500 - $88,000/Yr

Publicis Groupe - New York, NY

Full-time - Mid Level

Hybrid - New York, NY

Professional, Scientific, and Technical Services

About the position

The Executive Assistant to the Global Chief Operating Officer at Publicis Media is responsible for providing comprehensive administrative and project management support to a C-suite executive. This role involves managing complex schedules, coordinating meetings, arranging travel, and handling confidential correspondence, all while ensuring effective communication and collaboration within the team.

Responsibilities

• Manage calendar schedule across global time zones, monitoring, updating, and prioritizing.
• Resolve calendar conflicts and prioritize competing calendar needs across clients, vendors, executives, and other key projects.
• Maintain a rolling 'look forward' on a two-week basis.
• Track and follow up on meeting requests and rescheduling until resolved.
• Schedule, coordinate, and confirm meetings, including reserving conference rooms and setting up equipment.
• Manage travel arrangements including flights, hotels, and ground transportation, ensuring a smooth travel experience.
• Accurate expense reporting and timesheet preparation and submission on behalf of the Executives.
• Approve travel, time off, and expenses for Executives' direct reports.
• Develop, review, and edit regular and confidential correspondence, presentations, and reports.
• Consolidate monthly and/or quarterly data and reporting, status documents, and internal/external presentation materials.
• Engage and manage specific projects throughout their life cycle, ensuring initiatives remain on track.

Requirements

• 5+ years of experience supporting a manager with global duties.
• Previous experience in dealing with confidential information and with senior management.
• Excellent verbal, written, and interpersonal skills.
• Adherence to corporate policies and administrative processes.
• Flawless attention to detail.
• Strong collaboration with other Executive Assistants in managing projects, events, and mutual coverage.

Benefits

• Medical coverage
• Dental insurance
• Vision insurance
• Disability insurance
• 401K
• Parental leave
• Family care leave
• Family forming assistance
• Tuition reimbursement
• Flexible time off