Executive Assistant

Company descriptionOVERVIEWPublicis Groupe, known for its world-renowned creativity, best in class technology, digital and consulting expertise, is the world's third largest communications group.
With more than 80,000 people in over 100 countries, the Groupe has four Solution hubs: Creative with Publicis Communications, Media with Publicis Media, Digital business transformation with Publicis Sapient, and Health & Wellbeing with Publicis Health.
Since 2014 and the acquisition of Sapient, Publicis Groupe has undergone a profound transformation by scaling a new model connecting data, creativity and technology.
We have continued on that journey with the 2019 acquisition of Epsilon to further scale our data led offering and provide true momentum to our clients' own transformation.
This model, with a country led approach, is called the "Power of One" and gathers all the capabilities of the Groupe under one roof, putting clients at the core of the organisation.
It breaks down the silos between Publicis Communications, Publicis Media, Publicis Sapient, and Publicis Health making them work seamlessly and efficiently to help clients transform marketing and business at scale.
Never has our vision and drive for Power of One been as demonstrable as in the role of the Global and Regional Client lead.
The Publicis Groupe is a brand led organisation powered by data driven global Practices and has our clients at the absolute core of our business.
The role of a RCL is essential for driving growth, for understanding and leading our clients' own transformation through delivering the true scale of our agencies' capabilities.
A RCL sets the vision, builds a culture of collaboration and curates a team of experts from our whole Groupe to deliver on that promise.
They are true leaders with responsibility for revenue, profitability and leading the relationship with our clients.
We could not be more committed to delivering excellence and we articulate our approach to that as the following:
Clients Come First ; The entire Publicis Groupe transformation was designed to put clients at the center of all we do.
Their needs and objectives drive the solutions we provide in order to help them win and grow.
We are Seamless ; We have created the powerful role of the Regional Client Leader.
One person who acts as one point of access and one point of accountability to tap an 80,000-deep pool of talent - free from silos, legacy, and convention.
We are Frictionless ; We have unified P&Ls and removed all operational barriers that enable true collaboration.
We are Modular ; The core benefit of our new organization is not only in the depth and range of capability but, more importantly, in our ability to configure situationally; the ability to configure around individual client needs and an open architecture to plug & play world class partners when needed.
Modularity is critical as it enables a future proof way for this organization to support innovation now and keep pace with the changes that show no sign of stopping.
We are United ; By fusing together our creative, intelligence, and technology expertise, we are able to provide clients with transformative ideas and consumer experiences, unlike any other agency or holding company in the marketplace.
COMPANY VALUESTRUSTTrust is the cornerstone upon which we build our relationships.
We hold ourselves to the highest standards of how a partner should behave.
We treat our people and our clients with respect, transparency and honesty.
TALENTThis is first and foremost a people business.
We are committed to ensuring Publicis Groupe is a destination for the best talent in our industry.
We value people as individuals, growing ourselves as we grow our clients' business.
TRANSFORMATIONTrue transformation comes when we stop managing change, and instead initiate change.
We believe in our purpose to be the admired force for business transformation.
We believe that focusing on performance and results has the power to transform client business.OverviewThe Personal Assistant to the CEO provides comprehensive administrative support to the Chief Executive Officer and acts as the primary point of contact for both internal and external stakeholders.
The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment while maintaining a high level of discretion and professionalism.ResponsibilitiesKey Responsibilities
Calendar and Time Management
Proactively manage the CEO's schedule, prioritizing tasks, and resolving scheduling conflicts with agility.
Schedule and organize internal and external meetings, maintaining detailed agendas and pre-meeting briefs.
Anticipate scheduling conflicts and proactively find solutions.
Administrative Support and Executive Liaison
Serve as the primary point of contact between the CEO and senior executives, staff, clients, and external stakeholders.
Prioritize messages and facilitate responses as needed.
Proactively draft and proofread professional correspondence, reports, and presentations for both internal teams and external partners.
Manage sensitive and confidential information with the highest level of integrity and professionalism.
Travel Coordination
Plan and arrange all aspects of the CEO's domestic and international travel, including flight bookings, accommodations, ground transport, and visa arrangements.
Monitor and manage travel expenses, ensuring cost-effective travel solutions while maintaining the comfort and needs of the CEO.
Review travel options to stay within the budget and find the best value for flights, accommodations, and transport.
Manage any changes to travel plans, including re-booking flights, adjusting itineraries, or addressing unexpected issues.
Act quickly to resolve any challenges, ensuring minimal disruption to the CEO's schedule.
Meeting and Event Coordination
Support executive meetings by managing and distributing agendas in advance, ensuring all necessary documents are prepared and readily available, and accurately taking meeting minutes for record-keeping and follow-up actions.
Partner with the administrative team to plan and coordinate important events.
Provide hands-on support during key events and high-level engagements to ensure events run smoothly and efficiently.
Handle CEO's Expense Claims
Prepare, submit, and manage the CEO's expense claims for business-related expenditures, ensuring all receipts, invoices, and supporting documentation are accurate and compliant with company policies.
Track and reconcile the CEO's expenses, ensuring timely submission and reimbursement of claims.
Liaise with the finance department to address any discrepancies or special requirements related to the CEO's claims or reimbursements.
Oversee CEO's Leave Applications
Manage the CEO's leave applications.
Proactively highlight overlaps or potential scheduling conflicts in the leave calendar, recommending solutions or adjustments when necessary.
Approve Leaves and Expense Claims on Behalf of the CEO
Act as the CEO's delegate in reviewing and approving senior executives' leave applications and expense claims, ensuring compliance with company policies.
Cross-check all senior executive expense claims for accuracy and validity before approval, flagging exceptions for further review by the CEO when needed.
Maintain an updated leave calendar for senior executives.
Personal Support (As Needed)
Handle personal tasks and errands for the CEO, as needed.
Others
Undertake additional tasks and responsibilities assigned by the company or CEO.
Support special projects, initiatives, or operational needs as required.Additional informationOur employee benefits package comprises the following:
Generous leave entitlements, including birthday leave, rest day and family care leave.
Office closure for World Mental Health Day 10th October.
Additional Company closure for all 4 major festive Celebrations.
Cashless comprehensive medical coverage, including access to a panel clinic, dental and optical care.
Life and personal accident insurance and group hospitalization and surgery.
A hybrid working schedule with Friday disconnects.
Rest Relax & Recharge - office closure last week of December every year.
Phone Allowance.#J-18808-Ljbffr