Administrative Assistant

Publicis Group; New York (NY); On-site; USD 50,000 - 74,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401k

Job summary

Publicis Groupe seeks an Administrative Assistant to support 3-5 senior leaders in a fast-paced environment. The role requires strong organizational and communication skills, with a proactive, resourceful mindset and high level of integrity.

You will manage calendars, coordinate internal and external meetings, handle travel logistics, and liaise with partners while maintaining confidentiality. Experience with AI tools to draft emails, summaries, and reports is valued.

Qualifications

• 2+ years of administrative support experience.
• Experience using AI-powered productivity tools to improve efficiency.
• Proficiency with Outlook Mail and Calendar in an office setting.
• Excellent verbal & written communication skills.

Responsibilities

• Provide high-level administrative support for 3-5 leaders.
• Manage multiple calendars and schedules with attention to detail.
• Coordinate internal and external meetings for executives and their teams.
• Communicate with team members and external partners on behalf of executives.
• Handle logistics for meetings: booking rooms, agendas, materials, catering, attendees.

Skills

AI productivity tools

Email drafting

Meeting summaries

Communication

Time management

Discretion & integrity

Tools

Outlook

Job description

Company description

Bartle Bogle Hegarty (BBH) is a world-famous creative agency that makes jaw-dropping, thumb-stopping, eye-opening work for brands across the globe. Founded in London in 1982, we now have offices in New York, Los Angeles, Stockholm, Mumbai, Singapore, and Shanghai. Our first ad for Levi’s showed a black sheep travelling in the opposite direction to a flock of white ones. That’s where we got our logo and our guiding philosophy: when the world zigs, zag. Why? Because it’s easy to zig, to go with the grain. It feels safe. It feels like the sensible thing to do. But the greater risk is failing to stand out. We believe in the power of difference to make a difference.

Our goal is a simple one: make the best work in the world. That’s where you come in. We need rebels, dreamers, thinkers, mathematicians, makers, artists, visionaries, doers, observers, the different and the unreasonable. We need Black Sheep. People who want to make the hearts flutter and minds do flips, who can change businesses and culture. People who want to make a difference, come here for something different.

https://www.bartleboglehegarty.com

The Role Overview

The Administrative Assistant must be a diligent, strong communicator who thrives in a fast-paced environment & is a creative, collaborative, curious, & innovative thinker. This role requires a resourceful problem-solver & relationship builder, with a can-do attitude & a desire to learn & grow. In addition, being insanely organized, analytical, strategic, & possess strong business judgment & communication skills which are needed to interact with a variety of people & job functions. High enthusiasm, creativity, & resourcefulness are crucial, as is a high level of professional integrity & confidentiality.

Expectations

• Anticipate needs & provide high-level administrative support for 3-5 leaders
• Manage multiple multiple calendars & schedules, with high level of detail
• Coordinate internal & external meetings for executives & their teams
• Communicate with team members & external partners on behalf of the executives
• Handle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, catering & ensuring availability of attendees
• Handle any & all travel arrangements ensuring tight schedules & well articulated agendas while adheringto company policy
• Interact regularly & build relationships across various teams
• Coordinate ongoing agency rhythm of business (e.g. team meetings & regular comms cadence)
• Perform non-administrative ad-hoc projects such as preparing reports, presentations,gathering insights, research, & information to inform decision making

You're a Superstar

• Ability to strategically multitask & prioritize projects
• Ability to be proactive & problem-solve in a fast-paced, dynamic environment
• Outgoing, friendly, personable, high energy, & approachable
• Strong time & project management skills
• Ability to adjust quickly & efficiently as meetings & schedules change
• Navigate complex matrixed organizations & enhance organizational communications
• Uphold a strict level of confidentiality
• Organize team professional events, socials, team on-sites, etc.

Responsibilities/Skills

• Strong scheduling / coordination skills and comfortability with last-minute changes
• Thrive in a fast-paced, quickly changing environment with an optimistic approach
• Incredibly proactive and able to take initiative and work efficiently with little direction
• Proven logistical and organizational skills and abilities
• Ability to communicate effectively with people at all levels of management& handle confidential matters
• Excellent verbal & written communication skills

Qualifications/Skills

• 2+ years of administrative support experience
• AI Technology Qualifications:
  • Experience using AI-powered productivity tools such as Microsoft Copilot, ChatGPT, or similar generative AI platforms to improve efficiency and workflow management.
  • Ability to leverage AI tools to draft emails, meeting summaries, presentations, and reports while maintaining accuracy and confidentiality.
  • Experience using AI to organize, summarize, and analyze information from documents, meetings, and communications.
• Proficiency with Outlook Mail and Calendar in an office setting
• Exceptional interpersonal skills: must be charismatic & have ability to communicate strategically &
• respectfully with clients and staff
• Reliable & trustworthy with unfailing ability to operate with discretion & a high level of integrity
• Able to maintain composure in an extremely fast-paced, creative environment
• Impeccable attention to detail, with outstanding time management skills & the ability to work quickly & efficiently
• Skilled at managing high-level volume of work & deciphering immediate needs from what can wait
• Support in the day-to-day, i.e. pick-up lunch, rearrange calendars on a moments notice, chase down
• answers, etc.

Additional information

Our Publicis Groupe motto “Viva La Différence” means we’re better together, and we believe that our differences make us stronger. It means we honor and celebrate all identities, across all facets of intersectionality, and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.

Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage, dental, vision, disability, 401K, as well as parental and family care leave, family forming assistance, tuition reimbursement, and flexible time off.

If you require accommodation or assistance with the application or onboarding process specifically, please contact [e-mail].

All your information will be kept confidential according to EEO guidelines.

Compensation Range: USD $50,065.00 - USD $73,944.00/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. Temporary roles may also qualify for participation in our 401(k) plan after eligibility 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 9/8/2026.