Executive Assistant

Publicis Groupe UK; London; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A leading communications firm in London is seeking an experienced Operations Coordinator to manage complex diaries and support senior management. The ideal candidate will have excellent organisational skills, experience with AI-based tools, and the ability to handle sensitive information with discretion. This role offers a hybrid working model and opportunities for professional growth.

Benefits

Inclusive benefits

Supportive work environment

Qualifications

• Excellent time management and organisational skills with the ability to plan ahead.
• Maintain confidentiality and discretion of all sensitive information.
• Excellent interpersonal skills with the ability to build relationships.
• Experience with AI-based productivity tools.

Responsibilities

• Manage extensive, complex and constantly changing diary.
• Coordinate management board meetings including scheduling and taking minutes.
• Monitor inbox and flag urgent emails.
• Support in managing relationships with key stakeholders.

Skills

Time management

Organizational skills

Interpersonal skills

IT skills

Problem-solving skills

Communication

Tools

MS Outlook

Excel

PowerPoint

Job description

BRAND: Publicis Media
Job Function: Operations
Location: London, United Kingdom
Experience Level: Intermediate
Workplace Type: Hybrid

Company description

OVERVIEW
Publicis Groupe is one of the world's largest communications holding companies, present in over 110 countries and employing about 100,000 professionals.. The Groupe is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation.

HELPING OUR CLIENTS UNLOCK GROWTH IN THE PLATFORM WORLD
Our clients compete in the platform world, a horizontal marketplace between creators and consumers, between speakers and listeners, between buyers and sellers. To thrive in the platform world, companies must continue to innovate their products and business models. Four imperatives (1. Real Identity, 2. Dynamic, Diverse and Disruptive Creativity 3., Smart Media and 4. Direct Relationships) via our suite of world-class agencies, are necessary for modern brands to win in the platform world. At Publicis Groupe, we've invested in capabilities across these four imperatives our clients need to unlock growth. As the only one who can architect, build and orchestrate end to end solutions, not only do we have a proven record of building bespoke models for clients and leading expertise across all major industry categories, we are able to offer our talents more opportunities to grow and benefit from a richer learning experience. We call this Power of One. Powered by a 100,000-strong network via Marcel, our AI-based platform, we are also able to provide our clients and talents instant access to resource, knowledge for any need, any time, in any market.

THE SPIRIT OF VIVA LA DIFFERENCE
Viva La Difference is deeply rooted in everything we do. It has always been in our DNA. From the birth of Publicis, 94 years ago, when Marcel Bleustein-Blanchet, our founder, invented French advertising. Viva La Difference expresses how we value and respect each individual and recognize what makes us distinctive. This is the charge that inspires our teams to celebrate the differences in identity, background, culture, and experience of all of us. It is how we behave with each other and our clients, and it is deeply rooted throughout our work, to elevate and bring to life our differences throughout the platform world..

Overview

To be successful in this role, you'll need to be a self-starter and someone who's used to working in an autonomous style. You should have prior experience of working with senior leaders and be calm and collected when working to support more than one person within the business.

You'll need to be a clear and concise communicator who's able to build rapport quickly. You'll need to be proactive, thinking about future needs and keeping one step ahead. You will be representative of senior management and will often be exposed to sensitive and confidential information in this trusted position.

Responsibilities

• Diary management - extensive, complex and constantly changing diary.
• Liaising with management team to ensure momentum of all tasks/issues arising and that team members are up to date on relevant group wide news.
• Planning Management board meetings; includes scheduling, creating agendas, taking minutes and monitoring actions are carried out.
• Coordination of briefing notes, agendas, presentations and/or talking points for meetings.
• Monitoring inbox - flagging urgent / key emails. Replying on behalf of boss where required.
• Support in managing relationships with all key stakeholders; including but not limited to clients, media owners and internal team/staff.
• Build a strong working relationship with other parts of the business.
• Other admin: timesheets, expenses, travel, holiday allocation and team approvals.

Qualifications

Essential Experience :

• Excellent time management and organisational skills with the ability to plan, think ahead, be proactive and demonstrate a good eye for detail.
• Maintain confidentiality and discretion of all sensitive information.
• Excellent interpersonal skills, with the ability to build relationships with the team, other departments, clients and media owners.
• A great team player who supports on projects, makes sure work deadlines are met, always ahead of the game and acts fast if priorities change
• Ability to communicate any important work deadlines, pre-meets, last minute changes etc.
• Experience with AI-based productivity tools and willingness to explore new digital platforms
• Strong problem-solving skills and the ability to proactively organise you directors time
• Resilience and the ability to remain calm under pressure
• Excellent IT skills including MS Outlook, Excel and PowerPoint
• Knowledge of meeting protocol, experience and business etiquette
• Be comfortable with ambiguity and a fast-paced environment

Publicis Groupe is committed to building a culturally diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality of opportunity and welcome applications from individuals, regardless of their background.

If you have any reasonable adjustment needs arising from a disability or medical condition to fully participate in the recruitment process, please discuss this with the recruiter who contacts you.

Additional information

Publicis Groupe operates a hybrid working pattern with full time employees being office-based three days during the working week.

We are supportive of all candidates and are committed to providing a fair assessment process. If you have any circumstances (such as neurodiversity, physical or mental impairments or a medical condition) that may affect your assessment, please inform your Talent Acquisition Partner. We will discuss possible adjustments to ensure fairness. Rest assured, disclosing this information will not impact your treatment in our process.

Please make sure you check out the Publicis Career Page which showcases our Inclusive Benefits and our EAG's (Employee Action Groups).