Executive Assistant

Executive Assistant

Vacancy expired!

Job Description

The Team One C.O.R.E.

C = Collaborative
Builds and sustains strong, genuine relationships with people of all levels and takes positive steps to extend network
and cultivate connections.

O = Optimism
Is utterly reliable, always delivering on promises and maintains the highest standards of honesty and integrity.

R = Results-Driven
Acts strategically to exceed goals and has the ability to adapt to changes in process and execution.

E = Entrepreneurial
Constantly looking for and identifying actionable and thought provoking opportunities for the company and executing them.

GENERAL SUMMARY:
This Executive Assistant acts in partnership with CEO to proactively manage activities, calendar, budgets, expenses and agency projects. Positively represents the CEO and Team One in a multitude of interactions and communications across teams, agencies (within Publicis) departments and clients.

SPECIFIC RESPONSIBILITIES:
Own and Manage CEO calendar, including scheduling variety meetings
Understand agency financial policies and manage CEO’s budget.
Manage expenses and submit for reimbursement for CEO.
Manage CEO car log
Manage CEO time allocation / timesheet recording
Handle some correspondence, on behalf of CEO
Plan CEO travel (related to work), be familiar with personal travel (only for access and safety purposes)
Prepare agendas, materials, supplies, decks (pptx/Key/Googgle), documents (Word,Excel, Google), food, conference rooms, Zoom-rooms for meetings and presentations
Familiarization and positive working relationship with key Team One clients and their EAs, exhibiting excellent client service
Participate with other EAs around the agency to align with travel policies, financial policies, systems, best practices
Online research on industry trends, marketing leaders, vendors/partners, competitive agencies, our clients, offsite meeting locations, tools and licenses for agency, subscriptions and trades, etc.
Participation in Team One social channels and positive external representation of Team One
Understanding and knowledge of agency policies, ways-of-working, and how to get stuff done, and show others how to do the same
Coordination of All-Agency Meetings, All-Agency Events, All-Agency Communciations, All-Agency special projects and initiatives (these can take many shapes and sizes)

EDUCATION:
Bachelor’s Degree Required, as is proof of strong GPA and academic excellence

EXPERIENCE:
A minimum of 2 years of EA experience or Account Managemnt experience is relevant and desired.

SKILLS REQUIRED:
Anticipates problems, issues, conflicts and proactively manages them; stays one step ahead
The partnering kind, knows how to work comfortably with senior execs
Proficient with multiple presentation, communication and document programs such as Docs, Excel, PowerPoint, Keynote, Google Docs/Slides/Sheets, Outlook and AV technology such as Zoom, Teams, WebEx. Some minor design and Adobe skills are helpful but not required. Same for simple video editing applications like iMovie and Quicktime Pro.
Impeccable writing skills
Unflappability
Service-oriented with a “can do/will do/nothing is impossible” attitude – especially critical, a great sense of humor really helps
Self-motivated and flexible, as assignments and collaborators will vary from day-to-day
Excellent organization and time management, self-management; ability to prioritize workload and multi-task
Positive representative of the agency and the CEO
Ability and desire to learn additional technical / computer / AV skills when asked
A connector of people

JOB REQUIREMENTS:

SOME FLEXIBILITY IN SCHEDULE
This position occasionally requires evening or weekend work, if there is a client meeting, agency meeting or new business pitch, for example the following day. However, the role is primarily 8:30 – 5:30 pacific time M-F.

UPHOLD CONFIDENTIALITY
On occasion the person in this role may see confidential information, HR information or employe / salary information that should be held in strictest confidence. This person should also keep the CEO’s personal information , as well as their own personal information, confidential.

Additional Information

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