Administrative Assistant

Administrative AssistantBartle Bogle Hegarty (BBH) is a world-famous creative agency that makes jaw-dropping, thumb-stopping, eye-opening work for brands across the globe. Founded in London in 1982, we now have offices in New York, Los Angeles, Stockholm, Mumbai, Singapore, and Shanghai. Our first ad for Levi's showed a black sheep travelling in the opposite direction to a flock of white ones. That's where we got our logo and our guiding philosophy: when the world zigs, zag. Why? Because it's easy to zig, to go with the grain. It feels safe. It feels like the sensible thing to do. But the greater risk is failing to stand out. We believe in the power of difference to make a difference.Our goal is a simple one: make the best work in the world. That's where you come in. We need rebels, dreamers, thinkers, mathematicians, makers, artists, visionaries, doers, observers, the different and the unreasonable. We need Black Sheep. People who want to make the hearts flutter and minds do flips, who can change businesses and culture. People who want to make a difference, come here for something different.The Administrative Assistant must be a diligent, strong communicator who thrives in a fast-paced environment & is a creative, collaborative, curious, & innovative thinker. This role requires a resourceful problem-solver & relationship builder, with a can-do attitude & a desire to learn & grow. In addition, being insanely organized, analytical, strategic, & possess strong business judgment & communication skills which are needed to interact with a variety of people & job functions. High enthusiasm, creativity, & resourcefulness are crucial, as is a high level of professional integrity & confidentiality.Anticipate needs & provide high-level administrative support for 3-5 leadersManage multiple calendars & schedules, with high level of detailCoordinate internal & external meetings for executives & their teamsCommunicate with team members & external partners on behalf of the executivesHandle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, catering & ensuring availability of attendeesHandle any & all travel arrangements ensuring tight schedules & well articulated agendas while adhering to company policyInteract regularly & build relationships across various teamsCoordinate ongoing agency rhythm of business (e.g. team meetings & regular comms cadence)Perform non-administrative ad-hoc projects such as preparing reports, presentations, gathering insights, research, & information to inform decision makingAbility to strategically multitask & prioritize projectsAbility to be proactive & problem-solve in a fast-paced, dynamic environmentOutgoing, friendly, personable, high energy, & approachableStrong time & project management skillsAbility to adjust quickly & efficiently as meetings & schedules changeNavigate complex matrixed organizations & enhance organizational communicationsUphold a strict level of confidentialityOrganize team professional events, socials, team on-sites, etc.Strong scheduling / coordination skills and comfortability with last-minute changesThrive in a fast-paced, quickly changing environment with an optimistic approachIncredibly proactive and able to take initiative and work efficiently with little directionProven logistical and organizational skills and abilitiesAbility to communicate effectively with people at all levels of management& handle confidential mattersExcellent verbal & written communication skills2+ years of administrative support experienceExperience using AI-powered productivity tools such as Microsoft Copilot, ChatGPT, or similar generative AI platforms to improve efficiency and workflow management.Ability to leverage AI tools to draft emails, meeting summaries, presentations, and reports while maintaining accuracy and confidentiality.Experience using AI to organize, summarize, and analyze information from documents, meetings, and communications.Proficiency with Outlook Mail and Calendar in an office settingExceptional interpersonal skills: must be charismatic & have ability to communicate strategically &respectfully with clients and staffReliable & trustworthy with unfailing ability to operate with discretion & a high level of integrityAble to maintain composure in an extremely fast-paced, creative environmentImpeccable attention to detail, with outstanding time management skills & the ability to work quickly & efficientlySkilled at managing high-level volume of work & deciphering immediate needs from what can waitSupport in the day-to-day, i.e. pick-up lunch, rearrange calendars on a moments notice, chase downanswers, etc.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 View email address on click.appcast.io your information will be kept confidential according to EEO guidelines.Compensation Range: USD $50,065.00 - USD $73,944.00/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 9/8/2026.