Team Assistant and Travel Coordinator
BRAND: Publicis Media
Job Function: Operations
Location: London, United Kingdom
Experience Level: Executives
Workplace Type: Hybrid
Company description
OVERVIEW
Publicis Groupe is one of the world's largest communications holding companies, present in over 110 countries and employing about 100,000 professionals.. The Groupe is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation.
HELPING OUR CLIENTS UNLOCK GROWTH IN THE PLATFORM WORLD
Our clients compete in the platform world, a horizontal marketplace between creators and consumers, between speakers and listeners, between buyers and sellers. To thrive in the platform world, companies must continue to innovate their products and business models. Four imperatives (1. Real Identity, 2. Dynamic, Diverse and Disruptive Creativity 3., Smart Media and 4. Direct Relationships) via our suite of world-class agencies, are necessary for modern brands to win in the platform world. At Publicis Groupe, we've invested in capabilities across these four imperatives our clients need to unlock growth. As the only one who can architect, build and orchestrate end to end solutions, not only do we have a proven record of building bespoke models for clients and leading expertise across all major industry categories, we are able to offer our talents more opportunities to grow and benefit from a richer learning experience. We call this Power of One. Powered by a 100,000-strong network via Marcel, our AI-based platform, we are also able to provide our clients and talents instant access to resource, knowledge for any need, any time, in any market.
THE SPIRIT OF VIVA LA DIFFERENCE
Viva La Difference is deeply rooted in everything we do. It has always been in our DNA. From the birth of Publicis, 94 years ago, when Marcel Bleustein-Blanchet, our founder, invented French advertising. Viva La Difference expresses how we value and respect each individual and recognize what makes us distinctive. This is the charge that inspires our teams to celebrate the differences in identity, background, culture, and experience of all of us. It is how we behave with each other and our clients, and it is deeply rooted throughout our work, to elevate and bring to life our differences throughout the platform world.
Overview
This is a unique and expansive challenge for a Personal Assistant to support a group of Senior members of our Global Media Performance team, along with providing end-to-end logistical support to the Global Media New Business Team, coordinating travel, accommodation, pitch spaces/meeting rooms across Europe and beyond.
The Personal Assistant will be an efficient and confident communicator, able to prioritize tasks with an agile approach whilst managing expectations. The position will require discretion, judgment, tact, poise, and the ability to be proactive in anticipating the business needs of the assigned senior executives. The Personal Assistant must possess superb time management skills, excellent verbal and written communication skills, a productive approach toward work, and a strong sense of urgency.
Responsibilities
Performance Team
• Provide administrative support with high degree of initiative, confidentiality and professional demeanor.
• Maintain calendars using Microsoft Outlook with little input. Schedule meetings using knowledge and good judgment of priorities.
• Provide light inbox management to at least 1 of the senior members you support
• Provide business travel support, monitoring travel schedules and provide back up plans as needed.
• Coordinate meetings and events.
• Maintain confidential files and records using judgment and discretion.
• Handle internal and external correspondence; create reports and presentations, as necessary.
• Build effective, professional relationships with co-workers, clients and business partners.
New Business Team
• Booking travel for EMEA team pitch responders across multiple markets, including flights and accommodation, updating travel tracker.
• Travel bookings across 20 people ad hoc for various pitch needs
• Support Global Ops team with creation of pitch travel itineraries, ad hoc with larger-scale pitches
• Working with in-market teams to identify and book Business Space/Meeting rooms to conduct pitch meetings.
• Supporting Global Ops team with pitch logistics inc. catering, room set-up, building access, meet & greet
• Maintain high levels of confidentiality, bringing a maturity to your role.
• Excellent communication skills, working with multiple stakeholders across [Global] all EMEA markets.
• Proactive approach to business needs, forward thinking for the changing needs for the team.
• Liaising with 3rd party vendors on travel booking arrangements
Qualifications
• Excellent time keeping and resilience to handle the dual nature of this role.
• Demonstrable experience in administrative role supporting executive level employees.
• Proficient with Microsoft Office (Excel, Word, PPT and Outlook).
• Excellent communication skills.
• Ability to multi-task and prioritize; demonstrated agility and flexibility.
• Strong organizational and project management skills.
• Attention to detail and accuracy.
• Excellent judgment, problem solving and decision-making ability.
• Excellent relationship building skills.
• Ability to handle sensitive and confidential information with integrity.
Additional information
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).