Executive Assistant

Executive Assistant

Publicis Groupe is a global leader in communication and is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation. Through a unified and fluid organization, Publicis Groupe partners with its clients across communication, media, data and technology to ensure access to the full breadth of capabilities in every market. Present in over 100 countries, Publicis Groupe employs around 103,000 professionals.

The Executive Assistant will provide high-level administrative and operational support to the Chief Impact & Equity Officer of Publicis Groupe US, ensuring the efficient management of executive priorities, communications, scheduling, and day-to-day operations. This position requires exceptional organizational skills, sound judgment, discretion, attention to detail, and a proactive approach to anticipating business needs. The ideal candidate is a resourceful, solutions-oriented professional who can independently manage competing priorities, exercise sound decision-making, and consistently deliver accurate, timely, and high-quality work in a fast-paced executive environment.

Responsibilities:

• Provide high-level administrative support to the Chief Impact & Equity Officer with a high degree of initiative, professionalism, confidentiality, discretion, and independent judgment.
• Proactively manage complex calendars using Microsoft Outlook, prioritizing meetings and commitments based on business needs, executive priorities, and an understanding of organizational context.
• Anticipate scheduling conflicts, competing demands, and emerging needs; proactively recommend solutions and adjustments with minimal direction.
• Coordinate business travel arrangements, including itineraries, logistics, schedule monitoring, and contingency planning as needed.
• Manage expense reporting, including timely and accurate preparation, submission, and tracking of travel and entertainment expenses.
• Coordinate weekly timesheets, Outlook Out-of-Office settings, and departmental vacation calendars, ensuring information is accurate and current.
• Plan and coordinate meetings, events, and executive engagements, including scheduling, logistics, preparation of materials, stakeholder communication, and follow-up on action items.
• Manage internal and external correspondence, ensuring clear, professional, timely, and accurate communication with senior leaders, colleagues, clients, and business partners.
• Prepare, proofread, and organize reports, presentations, meeting materials, and other documents, maintaining high standards of accuracy, completeness, and professionalism.
• Maintain confidential files, records, and sensitive information with integrity, discretion, and sound judgment.
• Establish and maintain reliable systems for tracking requests, commitments, deadlines, and follow-up activities, ensuring tasks are completed accurately and consistently without repeated reminders.
• Proactively identify gaps, dependencies, and potential obstacles, escalating issues appropriately and offering practical solutions before they impact deliverables.
• Support select Impact & Equity team initiatives through project coordination, including maintaining project plans and trackers, monitoring milestones, organizing meetings, documenting action items, and following up with stakeholders on deliverables.
• Partner with Impact & Equity team members, as needed, to support cross-functional coordination, operational planning, and the execution of priority initiatives, while maintaining executive support as the primary responsibility.
• Identify opportunities to streamline administrative and operational processes, improve workflows, and implement more efficient, repeatable ways of working.
• Build and maintain effective, collaborative relationships with colleagues, senior executives, and internal and external stakeholders.
• Demonstrate accountability, adaptability, and openness to feedback, continuously refining approaches to improve effectiveness and support evolving business needs.
• Perform additional administrative, operational, and project-related duties as assigned.

Qualifications:

• Bachelor's degree or equivalent professional experience.
• 5+ years of experience providing administrative support to senior executives, preferably within a large, complex, or matrixed organization.
• Demonstrated experience managing complex executive calendars, travel, meetings, and competing priorities with a high degree of independence.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) required; familiarity with collaborative project management and tracking tools preferred.
• Strong organizational, time management, and project coordination skills, with the ability to manage multiple workstreams and deadlines simultaneously.
• Exceptional attention to detail and demonstrated commitment to accuracy, quality control, and thorough follow-through.
• Proven ability to anticipate needs, exercise initiative, solve problems independently, and identify potential issues before they escalate.
• Excellent written and verbal communication skills, with the ability to communicate clearly, concisely, and professionally across all levels of the organization.
• Strong judgment and decision-making skills, including the ability to assess urgency, prioritize effectively, and navigate sensitive or ambiguous situations.
• Experience supporting project coordination activities, including timeline management, meeting facilitation, stakeholder follow-up, and tracking deliverables.
• Ability to create and maintain organized systems, documentation, and processes that improve efficiency and accountability.
• Strong interpersonal skills and demonstrated ability to build trusted, collaborative relationships with diverse stakeholders.
• Ability to handle sensitive and confidential information with integrity, professionalism, and discretion.
• Demonstrated reliability, responsiveness, adaptability, and accountability, including the ability to incorporate feedback and adjust to changing priorities.
• A proactive, resourceful, and solutions-oriented mindset, with a strong sense of ownership and commitment to supporting both executive and team success.
• Interest in and enthusiasm for the mission and work of Publicis Groupe and its Impact & Equity practice.

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.

Compensation Range: USD $60,800.00 - USD $93,600.00/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.