Executive Assistant to Global Chief Operating Officer

$58,500 - $88,000/Yr

Publicis Groupe - New York, NY

Full-time - Mid Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Executive Assistant will provide comprehensive administrative and project management support to a C-suite executive at Publicis Media, while also offering backup support to other executives. This hybrid role requires in-office presence three days a week and involves managing complex scheduling, travel arrangements, and confidential correspondence, ensuring smooth operations within a dynamic environment.

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 two weeks ahead.
• 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