Personal Assistant

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

Company description

Company Description

Publicis Media harnesses the power of modern media through leading agency brands Dysrupt, Infinite Roar, Publicis Collective, Publicis Health Media, Spark Foundry, Starcom and Zenith, as well as global accelerator PMX; immersive experience group PMCI and access to integrated platform-based technologies and offerings from CJ, Epsilon and Influential.

A key business solution of Publicis Groupe, Publicis Media's digital-first, data-driven global solutions deliver client value anddrive growth in a platform-poweredworld. It is present in over 100 countries with over 23,000 employees worldwide.

Overview

We are seeking a highly organized and proactive Personal Assistant to provide dedicated support to four senior executives within our Global Business Development team. This is an opportunity to work closely with approachable and collaborative leaders who value your contribution and will integrate you into the team, giving you insight into our business and operations.

The role offers variety and responsibility, from managing complex diaries and travel arrangements to supporting high-profile meetings and presentations. You will play a key part in ensuring the smooth running of the team, anticipating needs, and delivering exceptional administrative support with discretion and professionalism.

Responsibilities

• Manage diaries and coordinate meetings for four senior executives, ensuring priorities are met and schedules run smoothly.
• Prepare agendas, meeting notes, and follow-up actions; draft emails and assist with correspondence.
• Organize business travel, including booking arrangements and contingency planning.
• Submit and manage expenses and timesheets; review approvals for accuracy.
• Support pitch preparation and client meetings, including room bookings, catering, and on-the-day coordination.
• Assist with creating PowerPoint presentations and compiling reports for leadership meetings.
• Maintain confidential files and records, and manage department vacation calendars.
• Coordinate internal events such as team workshops and seasonal gatherings.
• Identify opportunities to improve processes and contribute to team efficiency.

Qualifications

Experience & Skills

• Previous experience as a Personal Assistant supporting senior executives.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills with the ability to prioritize and manage multiple tasks.
• High attention to detail and accuracy.
• Ability to work under pressure and use initiative to solve problems.
• Discretion and integrity when handling confidential information.
• Proactive and resourceful with a strong sense of urgency.
• Resilient and adaptable, with excellent judgment and decision-making ability.
• Passionate about providing exceptional support and building strong professional relationships.

Desirable

• Familiarity with project management tracking systems, CRM platforms, and AI tools such as ChatGPT.
• Experience in media, advertising, marketing, or creative sectors.

Additional information

Publicis Groupe has fantastic benefits on offer to all of our employees. In the UK, in addition to the classics, Pension, Life Assurance, Private Medical and Income Protection Plan, we also offer;

• WORK YOUR WORLD opportunity to work anywhere in the world, where there is a Publicis office, for up to 6 weeks a year.
• REFLECTION DAYS - Two additional days of paid leave to step away from your usual day-to-day work and create time to focus on your well-being and self-care.
• HELP@HAND BENEFITS 24/7 helpline to support you on a personal and professional level. Access to remote GPs, mental health support and CBT. Wellbeing content and lifestyle coaching.
• FAMILY FRIENDLY POLICIES We provide 26 weeks of full pay for the following family milestones: Maternity. Adoption, Surrogacy and Shared Parental Leave.
• FLEXIBLE WORKING, BANK HOLIDAY SWAP & BIRTHDAY DAY OFF You are entitled to an additional day off for your birthday, from your first day of employment.
• GREAT LOCAL DISCOUNTS This includes membership discounts with Soho Friends, local restaurants and retailers in Westfield White City and Television Centre.

Full details of our benefits will be shared when you join us!

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).

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