Executive Assistant

Publicis Groupe · New York City · $75,050 (stated in the posting)

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Spark Foundry was built during the most transformative time in the history of advertising and marketing. We deliver everything a traditional media agency has to offer and have grown into one of the world’s most successful agencies by helping brands evolve their marketing by leveraging identity, commerce, artificial intelligence, and more to connect with people. Transformation is part of our DNA. Spark Foundry’s start-up spirit delivers high-touch approaches and a never-ending desire to challenge the status quo. Combined with Publicis Media’s powerhouse soul leveraging connected data assets, advanced AI applications, and investment clout, we “Bring HEAT to Brands.” No other agency possesses the expertise that we do to address today’s most pressing challenges to drive business transformation through media.

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive support to our executive leadership team. The ideal candidate will have experience in a similar role, demonstrating a strong ability to manage multiple priorities, anticipate needs, and ensure the smooth operation of the executive office. This position requires a high level of discretion, professionalism, and attention to detail.

• Calendar Management: Efficiently schedule and coordinate meetings, client dinners, appointments, and travel arrangements while anticipating potential conflicts and proactively resolving them.
• Communication Management: Act as a liaison between executive leadership and internal/external stakeholders, managing correspondence, screening calls, greeting guests and prioritizing communication.
• Documentation: Prepare, edit, and proofread documents, presentations, and reports. Ensure accurate and timely distribution of critical information.
• Project Coordination: Assist in the planning and execution of special projects as assigned, including researching, compiling data, and preparing reports for analysis.
• Meeting Support: Organize and coordinate logistics for meetings such as reserving conference rooms, equipment set up, placing catering orders, preparing agendas, and taking minutes as necessary.
• Travel Arrangements: Organize travel itineraries, and accommodations, and coordinate related logistics for domestic and international trips.
• Expense Management: Track and reconcile executive expenses, ensuring adherence to company policies and timely submission for reimbursement.
• Confidentiality & Discretion: Handle sensitive information with absolute confidentiality and exercise discretion in all professional interactions.
• Willingness to engage in and coordinate cultural activities of the agency in partnership with management and executive teams.
• Manage and facilitate monthly company-wide town hall meetings including coordination with other offices to execute company-wide AV setup, track monthly town hall owners, aggregate content, and facilitate Q&A.
• Approve travel, time off, and expenses for the Executive leadership direct reports.
• Be flexible and resourceful to manage changing project priorities and needs.

• 3-5 years of experience as Executive Assistant, or similar role supporting senior leaders.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur, and familiarity with scheduling and project management tools.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Demonstrated ability to handle confidential information with the utmost discretion.
• Strong problem-solving skills and attention to detail.
• High degree of professionalism and dedication to customer service.

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 USMTTACompliance@publicis.com.

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

#LI-DR1

• Calendar Management: Efficiently schedule and coordinate meetings, client dinners, appointments, and travel arrangements while anticipating potential conflicts and proactively resolving them.
• Communication Management: Act as a liaison between executive leadership and internal/external stakeholders, managing correspondence, screening calls, greeting guests and prioritizing communication.
• Documentation: Prepare, edit, and proofread documents, presentations, and reports. Ensure accurate and timely distribution of critical information.
• Project Coordination: Assist in the planning and execution of special projects as assigned, including researching, compiling data, and preparing reports for analysis.
• Meeting Support: Organize and coordinate logistics for meetings such as reserving conference rooms, equipment set up, placing catering orders, preparing agendas, and taking minutes as necessary.
• Travel Arrangements: Organize travel itineraries, and accommodations, and coordinate related logistics for domestic and international trips.
• Expense Management: Track and reconcile executive expenses, ensuring adherence to company policies and timely submission for reimbursement.
• Confidentiality & Discretion: Handle sensitive information with absolute confidentiality and exercise discretion in all professional interactions.
• Willingness to engage in and coordinate cultural activities of the agency in partnership with management and executive teams.
• Manage and facilitate monthly company-wide town hall meetings including coordination with other offices to execute company-wide AV setup, track monthly town hall owners, aggregate content, and facilitate Q&A.
• Approve travel, time off, and expenses for the Executive leadership direct reports.
• Be flexible and resourceful to manage changing project priorities and needs.

• 3-5 years of experience as Executive Assistant, or similar role supporting senior leaders.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur, and familiarity with scheduling and project management tools.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Demonstrated ability to handle confidential information with the utmost discretion.
• Strong problem-solving skills and attention to detail.
• High degree of professionalism and dedication to customer service.

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