Executive Assistant

Company Description Publicis Media Exchange (PMX) is the investment arm of Publicis Media, supercharging our agencies and clients to drive smart application of investment by leveraging scale, marketplace innovation, deeper partnerships, and intelligence. PMX is at the forefront of the converging marketplace, solving industry challenges and executing data-informed, tech-enabled media to help marketers connect with consumers in a measurable way.

Overview Provide high-level administrative support for the organization’s executives, requiring confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization’s operations, procedures, and people. This position operates within well-established guidelines.

Responsibilities

• Manage executives’ schedules and coordinate meetings using Outlook calendar
• Manage the executive’s special/strategic projects
• Advise, support, assist, coordinate, and collaborate on special/strategic projects that are highly complex, and involve creation and oversight
• Monitor, review, and approve standard reports to ensure special/strategic projects are conducted within established budgets and timelines
• Perform other administrative tasks using independent judgment and discretion
• May have access to the executives’ email accounts to schedule their appointments or redirect routine inquiries from internal sources
• Gather, compile, and verify information for the executives’ use in documents such as memos, letters, reports, speeches, presentations, and news releases
• Facilitate smooth communications between the executives and coworkers, as well as between the executives and external parties such as the media, customers, clients, partners, and the public
• Handle confidential information and maintain the security of the executives’ records and files
• Screen and respond to incoming correspondence, inquiries, and phone calls
• Draft letters and official information releases
• Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft Office, (Word, PowerPoint, Excel, etc.)
• Assist in managing Altair hours for the executive and their direct reports
• Greet visitors for the executive and guide individuals to meetings
• Assist Executives with coordination of assistance from IT Resources when having issues with hardware or software
• Coordinate event planning and off-site meetings when necessary
• Submit officer benefits reimbursement to HR as needed
• At times, send department-wide email communications

• Arranging travel for the executive:

• Booking airfare using Axiom travel system
• Arranging for car service to and from events
• Reserving hotel rooms using Axiom travel system
• Make meal reservations while traveling

• Work with representatives at American Express Travel to resolve any travel changes or challenges when booking travel

• Altair expense processing

• Submit all executive travel expenses using the Altair expense system
• Ensure all expenses align with T&E policies
• Scan and upload all supporting documents to Altair for expense processing

• Maintain organized files regarding travel expenses in case there are further questions or audits conducted

• As needed, order office supplies through 3rd party providers

• As needed for conferences and large meetings

• Work with caterers to order food for events
• Maintain the area where the meeting will take place to make sure food and supplies are professionally presented and available

• Ensure the meeting room has the necessary supplies (pads, pens, water, whiteboards, etc.).

• Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that Outlook calendars have the appropriate room designated
• Open request tickets as needed for particular meeting room setups and audio-visual requests
• Operate office equipment such as photocopiers, faxes, and printers
• Distribute incoming mail and prepare outgoing mail in coordination with the building’s mailroom service
• Maintain office supplies or other inventory
• Filing and copying

Qualifications

• Requires a Bachelor’s degree
• Typically requires more than four to six years of prior, relevant work experience
• Requires proficient Microsoft Office skills
• Requires prior experience handling confidential data and information

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