Administrative Assistant

Publicis Groupe; Chicago (IL); On-site; USD 42,000 - 78,000; Full time

Benefits offered by this job

Flexible time off

Parental/new child leave

401(k)

Commuter benefits

Professional development

Employee recognition

Charitable donation matching

Health coverage

Job summary

Epsilon, a global data and identity powerhouse within Publicis Groupe, is seeking an Administrative Assistant 3 to support Vice Presidents with calendar management, travel, meetings, and logistics. The role emphasizes confidentiality, proactive collaboration, and efficient handling of an Administrative Support Inbox.

Ideal candidates have 1–5 years of professional experience, strong written and verbal communication, and the ability to work independently in a fast-paced environment.

Qualifications

• 1–5 years professional work experience and/or training.
• Strong communication and organizational skills.
• Ability to prioritize effectively and multi-task accordingly.
• Ability to create reports and write business correspondence.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of instructions in verbal, written or diagram form and deal with several abstract and concrete variables.
• Ability to use word-processing, spreadsheets, Internet and email software.
• Ability to work effectively with project teams and clients.

Responsibilities

• Manages executive's schedule and handles appointments.
• Arranges domestic and international travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, and reserves facilities.
• Manages on-site and off-site meetings, vendor coordination, and budgets.
• Prepares minutes of key meetings and expense reports for reimbursement.
• Supports executives in assigned activities and drives specific projects.
• Partners with leadership to drive initiatives and manage the Administrative Support inbox.
• Supports EPIC community as a key contact and active member.

Skills

Strong communication

Organizational skills

Prioritization & multitasking

Report writing & business correspond

Problem solving & data analysis

Instruction interpretation & following

Office software proficiency

Tools

Word processing

Spreadsheets

Internet & Email

Job description

Company Description

See how Epsilon powers connected marketing by unlocking the full potential of data and identity.

Overview

Provide organizational and administrative support to Vice President level. This includes but is not limited to taking charge of all meeting arrangements, responding to inquiries, making travel arrangements, managing schedules/calendars, handling correspondence and providing other administrative support to these senior executive(s).

The Administrative Assistant 3 position requires solid written and verbal communication skills, superior organizational and task management skills, initiative and the ability to work proactively and independently along with excellent relationship building skills. The ability to interact professionally with senior executives in other organizations and to keep sensitive information confidential are also requirements of the position. The Administrative Assistant 3 position will also be responsible for the management of Epsilon’s Administrative Support Inbox where VPs and above without admin support utilize for their travel, expense, and meeting logistic requests.

In performing the essential functions of this role, the work environment is fast-paced and requires the ability to work independently as well as in a team environment depending on the situation.

Responsibilities

Essential duties and responsibilities include, but are not limited to the following:

• Manages executive's schedule and makes/accepts/adjusts appointments as appropriate in a timely fashion
• Arranges and coordinates domestic and international travel schedules and reservations
• Coordinates and arranges meetings, prepares agendas, and reserves and prepares facilities
• Takes charge of all on-site and off-site meetings, manages outside vendors and budget, handles contracts for outside meeting vendors
• Prepares minutes of key meetings
• Prepares expense reports and submits them for reimbursement on behalf of executive
• Assists executive in other activities as assigned
• Partners with company leadership and executives to drive specific projects
• Maintains the Administrative Support inbox with business requests of travel, expenses, and meeting logistics
• Supports the EPIC community as a key point of contact and active community member

Qualifications

• 1-5 years professional work experience and/or training
• Strong communication and organizational skills
• Ability to prioritize effectively and multi-task accordingly
• Ability to create reports and write business correspondence
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of instructions in verbal, written or diagram form and deal with several abstract and concrete variables
• Ability to use word-processing, spreadsheets, Internet and email software
• Ability to work effectively with project teams and clients

Additional Information

When you join Epsilon, we’ll create something EPIC together.We’re a global leader in data and identity, with deep expertise in digital media, clean rooms, customer data platforms, loyalty and marketing services. Positioned at the center of Publicis Groupe, Epsilon helps brands deliver personalized experiences at scale and build lasting customer relationships by unlocking the full potential of data and identity. Epsilon operates in 30+ countries across EMEA, the Americas and APAC, with more than 8,000 employees.

Check out a few of these resources to learn more about what makes Epsilon so EPIC:

Our Culture: https://www.epsilon.com/us/about-us/our-culture-epsilon

Life at Epsilon: https://www.epsilon.com/us/about-us/epic-blog

Epsilon has five values that define our culture and guide us as we create value for our clients, our people and consumers. We seek candidates who align with our company values, demonstrate them and make them meaningful in their day-to-day work:

• Act with integrity. We are transparent and have the courage to do the right thing.
• Work together to win together. We believe collaboration is the catalyst that unlocks our full potential.
• Innovate with purpose. We shape the market with big ideas that drive big outcomes.
• Respect all voices. We embrace differences and foster a culture of connection and belonging.
• Empower with accountability. We trust each other to own and deliver on common goals.

Because You Matter

As an Epsilon employee, you deserve perks and benefits that put you, your family and your finances first. Our benefits encompass a wide range of offerings, including but not limited to:

• Time to recharge: Flexible time off (FTO), 14 paid holidays, paid sick time
• Family well-being: Parental/new child leave, childcare & elder care assistance, adoption assistance
• Extra perks: Comprehensive health coverage, 401(k), tuition assistance, commuter benefits, professional development, employee recognition, charitable donation matching, health coaching and counseling

Epsilon benefits are subject to eligibility requirements and other terms.

Epsilon is an Equal Opportunity Employer. Epsilon’s policy is not to discriminate against any applicant or employee based on actual or perceived race, age, sex or gender (including pregnancy), marital status, national origin, ancestry, citizenship status, mental or physical disability, religion, creed, color, sexual orientation, gender identity or expression (including transgender status), veteran status, genetic information or any other characteristic protected by applicable federal, state or local law. Epsilon also prohibits harassment of applicants and employees based on any of these protected categories. Epsilon will provide accommodations to applicants who need accommodations to complete the application process. Please reach out to [e-mail] to request an accommodation.

For San Francisco Bay and Los Angeles Areas: Epsilon will consider qualified applicants with criminal histories for employment in a manner consistent with the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance and San Francisco Police Code Sections 4901-4919, commonly referred to as the San Francisco Fair Chance Ordinance. Applicants with criminal histories are welcome to apply. #LI-NK1

Compensation Range: USD $42,100.00 - USD $78,300.00/Annually. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third-party benefits administration system once certain criteria have been met. For regular roles, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 11/27/2026.