Job Description
Provide direct administrative support to EVP, Global Clients and support with general team activities and to its members.
KEY RESPONSIBILITIES:
CALENDAR
- Schedule and coordinate meetings, conference calls, and other executive events, team and client meetings. Inform attendees of meeting dates and times, reserve meetings space, ensure the appropriate equipment/materials are available and coordinate hospitality services as needed in those meetings. Follow up on meeting action items as requested.
- Maintain and manage Executive’s calendar and contacts
TRAVEL AND T&E
- Arrange travel arrangements and itineraries, domestic and international with American Express travel. This is an essential and frequent part of the role and Ros’ time which can often be last minute and need changing at short notice
- Complete and track Executive’s expense reimbursements via Altair
- Phone, mail, etc +
- Ascertain the nature of incoming phone calls and emails, meticulously record messages, and alert Executive of emails and phone calls as necessary. Communicate in person and through correspondence with high-level contacts inside and outside the Company.
- Organize, prioritize, and summarize the content on incoming mail, special requests, and meetings.
WRITTEN COMMUNICATION
- Compose and type correspondence, memos, presentations, confidential materials, etc.
- Professional writing skills required
OFFICE MANAGEMENT
- Maintain adequate office supplies for Executive and NY team and visitors
- Perform general office duties, such as photocopying, filing, sending materials out via standard/certified mail, FedEx, etc.
MISCELLANEOUS
- Provide support to Publicis Groupe visitors incl. finding and booking space, meeting rooms
- Responsible for keeping all team lists current and ensuring regular communication to stakeholders
- Ad-hoc projects – collaborate on special and / or strategic projects which can be highly complex and involve coordination of multiple stakeholders from across the organization
- Prioritize and review escalated inquiries and seek to solve problems initiatively, with judgment and discretion
- Gather and compile information such as letters, reports, presentations and external communications
- As needed for conferences and / or large meetings – work with caterers to order food for events and be on hand to ensure smooth running of these meetings