Administrative Assistant

Publicis Groupe • New York, NY • 1h ago

Company description

Overview

The Administrative Assistant will provide high-level administrative support to senior leadership and logistical support to a global team, ensuring seamless coordination of complex and fast paced pitch activities and executive meetings. This role requires discretion, sound judgment, and proactive problem-solving skills, along with exceptional time management and communication skills. Supporting a dynamic team across New York, Chicago, and remote locations, the Administrative Assistant must excel in cross-office and virtual coordination while maintaining professionalism, efficiency, and confidentiality.

Responsibilities

Core Administrative Assistant Responsibilities

Travel Coordination: Identify travel options, manage approvals and bookings, create itineraries, monitor schedules, and prepare contingency plans

Expense Management: Prepare and submit T&E reports accurately and on time

Team Administration: Maintain up-to-date timesheets and vacation calendars

Meeting Organization: Own end-to-end scheduling and logistics for team meetings, including room bookings and remote participant support

Team Engagement: Assist with ad hoc activities such as team celebrations and events

Process Improvement: Identify opportunities to streamline and enhance existing processes

Core Pitch Support Responsibilities

Meeting Coordination: Collaborate with team Leads to manage executive meeting requirements across pitch workstreams. Maintain a comprehensive meeting tracker and schedule key sessions, check-ins, and rehearsals

Scheduling Management: Act as the central point of contact for high-volume, time-sensitive scheduling across time zones, ensuring accuracy and efficiency

Contingency Planning: Handle last-minute changes with professionalism, anticipate conflicts, and communicate backup plans

Logistics & Setup: Book meeting rooms, arrange catering, print key documentations, book-in visitors and ensure IT/AV support is booked. Assist with setup and breakdown for workshops, and rehearsals

Pitch Day: Set up meeting spaces with required materials, décor, and supplies. Collaborate with vendors on the day and support the full event execution

Vendor & Resource Management: Source new vendors, confirm availability, and manage payment terms

Document and Content Support: High-level support with the creation of org charts, biographies, Word docs and PowerPoint slides. Proofread when required

Proactive Planning: Anticipate resource needs and adjust plans as required

Utilises AI and workflow tools: To improve the speed and accuracy of our output and to support effective ways of working

Relationship building: Working closely with our Finance, Resource and executive and admin assistants to adhere to company policies and support with fast turnaround requests

Confidentiality: Maintain strict discretion when handling sensitive pitch materials and executive communications

Qualifications

3-5+ years of experience supporting executive-level professionals

Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)

Exceptional communication and interpersonal skills

Strong organizational and project management abilities

Meticulous attention to detail and accuracy

Able to work in a fast-pace and high-pressure environment

Excellent judgment, problem-solving, and decision-making skills

Ability to build strong relationships across team members and other departments (i.e. Finance, HR, other administrative and executive assistants) and across office locations

Integrity in handling sensitive and confidential information

Ability to multitask, prioritize, and escalate is necessary

Enthusiasm and passion for the role and organization

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 USMSTACompliance@publicis.com . All your information will be kept confidential according to EEO guidelines.

Compensation Range: $67,000.00 - $74,000.00 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 03/23/2026.

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