Executive Assistant

Company Description
Publicis Groupe, the world's second largest communications group, is a solutions platform that is present in more than 100 countries. Do you want to know more about the agency/brand or area of expertise you will be applying for in this role? Keep reading

The words of Publicis founder Marcel Bleustein-Blanchet, 'You have to lead the change, if you don't want to be led by change,' remain our raison d'être and the reason we wake up every day at Publicis Spain. Our mission is clear: to lead the transformation of our clients, creating brands with value. Creativity, something that only exists within change, is our DNA. Nevertheless, we don't see ourselves as just another creative agency, but as a partner for the transformation of each of our clients' businesses.

Overview
As a Personal Assistant, you would be responsible for supporting managers in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

The Personal Assistant's main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. You should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company's workflow runs smoothly.

If you love bringing order to chaos and ideas to life, you'll be the go-to person for keeping our day-to-day operations running smoothly while jumping in with creative input on our communications, festivals, and events.

Responsibilities
How you'd spend your day:

• Reception and call screening, besides regular mail and email
• Managing schedules
• Planning internal and external meetings
• Documents signing and records centralize
• Booking trips and Notes of expenses
• Supporting and communicating with RSS (Staff, administration, etc.).
• Reviewing and giving green light to different invoices - ReadSoft system
• Updating and upkeeping organization charts
• Managing renting cars (revision, accident reports, tire changes)
• Support New Business: looking for specifications of the pitch, preparing administrative documents and final delivery of pitches for public administration + asking for a bank guarantee + homologation of the agency in the platforms for private company pitches
• Translating documents
• Elaborating presentations

Qualifications
What we're looking for:

• Experience as a Personal Assistant, Executive Assistant, or similar role.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills to interact with internal and external stakeholders.
• High level of discretion and confidentiality in handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Ability to work independently and anticipate the needs of executives.
• Strong problem-solving skills and attention to detail.
• Language: Advanced level of English will be assessed at interview by The Talent Team.

Additional Information
Why join us? Because we offer reasons such as:

• Flexible Benefits (Coverflex): Enjoy more than just work with flexible compensation including meal vouchers, health insurance, transportation, and more.
• Growth Opportunities: You can advance in your career not only through the experience of working with major clients but also by accessing local and global training programs specialized according to your role, covering both technical and soft skills.
• Free Online Training: You can access unlimited courses from LinkedIn Learning and Udemy Catalogs through our artificial intelligence platform "Marcel".
• Partner Certifications: You'll have the opportunity to obtain certifications from industry giants such as Meta, Google, or Amazon.
• Attractive holidays package including your birthday & Advertising Day off plus some additional days off. Rest is also important
• Work-Life Balance: Enjoy a hybrid model with up to two days working from home and intensive summer hours. Full remote in Easter, Christmas & 3 weeks in Summer. Flexible work start schedule.
• Well-being: We prioritize the well-being of our staff and organize various health initiatives such as daily meditation or yoga among others.
• Ommm Subsidised breakfast & daily menu at our Café Marcel canteen. Bon appétit

We are certified as a Great Place to Work, your happiness and providing you with an outstanding experience means a lot to us, let's enjoy

Here at Publicis Groupe, we are committed to building a culturally diverse workforce and therefore strongly encourage applications from underrepresented groups. We are committed to equality of opportunity and welcome applications from all individuals, regardless of their background: we do not discriminate on the basis of race, color, religion, gender identity or expression, sexual orientation, national origin, age, disability, marital status, or any individual´s status in any group or class protected by law.

If you have any reasonable adjustment needs arising from a disability or medical condition to fully participate in the recruitment process, please discuss this with the recruiter who contacts you.

All employees are committed to complying with obligations regarding Information Security and Technologies, obligations related to the use of Artificial Intelligence, obligations stemming from the Quality and Environmental Management System, as well as obligations derived from the Integrity Management System, Corruption Prevention, and the Anti-Bribery and Anti-Corruption Policy. Furthermore, all employees are required to complete mandatory training courses, declarations, and compliance commitments in these areas.