Executive Assistant

Publicis Groupe ANZ; Melbourne; On-site; AUD 85,000 - 110,000; Full time

Benefits offered by this job

Wholeself wellbeing program

Publicis Liberté flexibility

Global Marcel AI platform access

Extensive Learning & Development

Job summary

Publicis Groupe ANZ is seeking a proactive Executive Assistant to support the CEO and ELT in Melbourne, coordinating complex diaries, travel, and leadership initiatives. The role spans project coordination, events, and marketing support, offering exposure across agency brands and client programs.

You will partner with senior leaders, manage multiple priorities, and drive continuous improvement through new tools and streamlined processes in a fast-paced environment.

Qualifications

• 5+ years as an Executive Assistant, Project Coordinator, or Administrative Assistant within media or fast-paced environments.
• Experience in modern matrix organisations is beneficial, but capability and curiosity matter most.
• Exposure to project management; you are organized, proactive, and can manage multiple priorities.
• Proficient in Microsoft applications (Word, Excel, PPT, Teams).
• Technology proficiency with productivity tools, software, and digital platforms.
• Excellent written and verbal communication; able to work with senior leaders and stakeholders.
• Solutions-focused mindset, anticipation of needs, discretion and attention to detail.

Responsibilities

• Proactively manage complex diaries, meetings, and travel for the CEO and ELT as required.
• Coordinate senior leadership meetings: agendas, materials, actions, and follow-ups.
• Prepare and quality-check presentations, reports, and new business materials.
• Manage expenses, invoices, approvals, and other operational processes with discretion.
• Coordinate multiple projects and initiatives including agency events and internal programs.
• Set up project structures with timelines, owners, and checkpoints to move ideas to execution.
• Bring discipline to complex workstreams and help leaders stay focused on priorities.
• Support leadership offsites, client events, media upfronts, and agency gatherings.
• Assist with new business and marketing activities and RFP coordination.
• Collaborate with senior stakeholders, media partners, and clients on meetings and communications.
• Maintain relationships across Starcom and Publicis Groupe network; explore new tools to improve efficiency.
• Look for opportunities to streamline processes and reduce friction; assist with content across digital platforms.

Skills

Executive Assistant

Project Coordination

Administrative Support

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

Here you will get an inside look at life within our network, including the brilliant people working across our agency brands. Publicis Groupe is a world leader in marketing communication and digital business transformation, driven through the alchemy of data, creativity, media, and technology.

Our connected platform of companies and capabilities is more than an operational framework.

It’s a cultural model we've built to unite our people in a collaborative way of thinking and working. Publicis Groupe offers its clients seamless access to the expertise of its 80,000 talents across 100 countries globally.

In Australia, our powerhouse of marketing capabilities stretches across creative agencies (Saatchi & Saatchi, Leo, Publicis Worldwide), media agencies (Starcom, Zenith, Spark Foundry, Performics, Atomic 212), Razorfish, Digitas, Epsilon, Arc, Publicis Production, and PR & Social (Herd MSL, Influential). We also have Publicis Sapient driving digital business transformation for our clients.

Who are we looking for?

We’re looking for an Executive Assistant to join one of our award winning media agencies. This is a role for someone who thrives on variety, who can work at pace, and has a genuine curiosity for technology, tools, and smarter ways of working.

You’ll manage diaries, meetings, and travel - but the core value of this role also sits in project coordination, operational problem‑solving, and continuous improvement. You’ll help keep priorities moving, support with keeping projects on track, and leaders focused.

Partnering closely with our Melbourne-based CEO and working alongside the Executive Leadership Team in Sydney, you’ll operate as a trusted partner - helping to plan, coordinate, and deliver leadership initiatives, agency‑wide projects, marketing, client events, and new business activity.

This is a dynamic role, requiring this person to have strong organisational skills, high EQ, a proactive attitude, and the aptitude to adapt in a fast-paced environment. Additionally, this role requires a high level of discretion and self-management, excellent communication, strong attention to detail, and a knack for collaboration.

You’ll join a business at a time of strong growth and transformation, with the opportunity to be part of a refreshed proposition and visible momentum. It goes beyond traditional EA work, offering exposure within media, involvement in new business and marketing activity, pathways to broaden your career AND the opportunity to work alongside some of the sharpest and kindest leaders in the biz.

If you're proactive, responsive, detail-oriented, and have a natural ability to anticipate needs before they arise, we’d love to hear from you!

What will your day-to-day look like?

• Proactively manage complex diaries, meetings, and travel for the CEO, with additional support to ELT members as required
• Coordinate senior leaderships meetings - agendas, materials, actions, and follow‑ups, ensuring leaders are prepared and informed
• Prepare, refine, and quality‑check presentations, reports, and new business materials
• Manage expenses, invoices, approvals, and other operational processes with accuracy and discretion
• Coordinate and support multiple projects and initiatives (including agency events, marketing activity, and internal programs).
• Help set up project structures - timelines, actions, owners, and checkpoints to ensure work moves from idea to execution
• Bring discipline and momentum to complex workstreams, helping leaders stay focused on priorities
• Support planning and delivery of leadership offsites, client events, media up‑fronts, and agency gatherings
• Support new business and marketing activity and agency and client events (including RFP coordination, credentials, meeting logistics, and follow‑ups)
• Work closely with senior stakeholders, media partners, and clients to coordinate meetings, events, and communications
• Maintain strong working relationships across Starcom and the wider Publicis Groupe network
• Explore, test, and implement new tools, systems, and ways of working to improve efficiency and collaboration
• Look for opportunities to streamline processes, automate where possible, and reduce friction
• Support light content or coordination tasks across digital platforms (e.g. event collateral, website updates, internal comms)
• Bring a curious, experimental mindset - comfortable learning by doing

What you're looking for

• An encouraging, positive, and collaborative culture.
• A role with real variety, exposure, and opportunity to grow beyond a traditional EA remit
• To work closely with senior leaders and stakeholders during a period of business growth, momentum, and transformation
• Flexible working and a culture that values trust, balance, and wellbeing
• To fulfil your growth and career development ambitions in a business large enough to accommodate them

What will set you up for success?

• 5+ years as an Executive Assistant, Project Coordinator, or Administrative Assistant within media or advertising, or in a fast‑paced environment
• Experience in modern matrix organisations is beneficial, but we’re just as interested in capability, mindset, and curiosity as we are in background.
• Exposure to some project management - you’re organised, proactive, and comfortable managing multiple priorities at once
• Proficient in Microsoft applications (Word, Excel, PPT, Teams)
• Technology Proficiency - you are comfortable using productivity tools, software, and digital platforms to manage calendars, communication, data, and documents
• effectively
• Excellent written and verbal communication skills, with the ability to work effectively with senior leaders, clients, media, and stakeholders
• A solutions‑focused mindset - you anticipate needs, spot issues early, know when to escape them, and take ownership
• Resilience, as well as high levels of discretion, professionalism, and attention to detail
• Comfort working in a dynamic environment where plans evolve and priorities shift – you are unflappable, know how to keep a cool head and lean in with a positive mindset

Additional Information

Be a part of the Publicis Groupe family, recent winner of the Employer of Choice Awards and one of the world's most progressive and dynamic modern communications businesses. You can learn more about us at www.publicisgroupeanz.com.

Enjoy all the benefits that come with our network offering:

• A comprehensive Wholeself program supporting physical, mindful, and financial wellbeing.
• A creative, lively, and rewarding office environment where people love working with each other, supported by our Publicis Liberté flexibility approach — "working your way with us."\
• Access to our Global AI Platform Marcel, connecting Publicis Groupe employees with opportunities for career mobility and collaboration across our global network.
• Extensive Learning & Development opportunities including more than 15,000 learning programs via our online learning platform, Marcel Classes.
• A culture of open feedback and support to reach your goals through our Career Conversations program.
• A committed Diversity, Equality, and Inclusion strategy driven through our Viva Women, Égalité, enABLE, EmbRACE, and Écologique committees.
• Leave benefits including Birthday Leave, Flexible Public Holidays, and an additional 5 days of leave after 2 years of service.
• Work Your World program enabling employees the flexibility to work from anywhere in the world for up to 6 weeks per year.
• Parental leave policy with up to 18 weeks based on tenure, paid primary carer leave, secondary carer swap, and Cub Care leave.
• Access to counsellors, psychologists, and professionals through Sonder, an all‑in‑one digital wellbeing technology platform designed to support psychological, medical & safety needs.
• A workplace that stands together to provide a more open, supportive, and recovery‑forward culture for all employees with life‑threatening illnesses. Read more about our Working With Cancer Pledge: https://workingwithcancerpledge.com/
• Proud partners of Diversity Council Australia, Pride in Diversity, Family Friendly Workplaces, Supply Nation, and the Australian Disability Network.

If you don't tick every box in this ad, please don't rule yourself out. Research suggests that women and other people in underrepresented groups tend to only apply if they meet every requirement. We focus on hiring people who share our values of inclusion, collaboration, adaptability, fearlessness, and integrity rather than ticking boxes — so if this role resonates with you, please apply.

Diversity. Inclusion. Equity. More than just words; these are part of our DNA. At Publicis Groupe, we are committed to the inclusion and recognition of all people regardless of race, age, culture, ability, ethnicity, gender identity or expression, sexual orientation, marital status, and religious affiliation. We believe that to deliver the best solutions to our clients, our people need to reflect the diverse communities in which our clients operate. We value diversity and the skills, knowledge, and experience that difference brings to our culture and solutions.

Uniqueness is powerful; without it, we wouldn't be where we are today. So be you — we like it that way.

We are committed to providing reasonable adjustments for people with disability or those that require additional support throughout the application process. If you need any assistance or adjustments, please contact us via [e-mail]; your personal information will be kept confidential.