Executive Assistant

Job Description
The Executive Assistant will handle a wide range of administrative and project management support needs of a C-suite executive of Publicis Media and back up support to other executives on the team. 
You will report to the Global Chief Operating Officer, Publicis Media.
This is a hybrid role, requiring three days in-office each week. If you are contacted for an interview, your recruiter will discuss specifics with you, inclusive of any necessary reasonable accommodations.
Role Objectives:
Manage and maintain calendar schedule across global time zones; monitoring, updating, and prioritizingResolve calendar conflicts in a timely manner
Prioritize competing calendar needs across clients, vendors, executives and other key projects
Maintain a rolling “look forward” on two week forward basis
Track and follow up on meeting requests and rescheduling until resolved
Schedule, coordinate, and confirm meetings to include:Reserve conference rooms
Set up equipment
Place catering orders when needed
Initiate conference calls when necessary
Manage guest meet and greet for live meetings in office and coordination of security check in and other visitor procedures
Manage travel arrangements including flights, hotels, and ground transportationProactively manage the travel experience  such as transportation time required between meeting locations,
Research and understand visa and other travel requirements in advance of global travel, as well as building security procedures, contact information and directions as needed
Accurate expense reporting & timesheet preparation and submission on behalf of the Executives
Approve travel, time off, and expenses for Executives direct reports
Develop, review, and edit regular and confidential correspondence, presentations, and reports
Consolidate monthly and/or quarterly data and reporting, status documents, and internal/external presentation materials
Demonstrate confidentiality when handling sensitive information and matters
Engage and manage specific projects throughout their life cycle, ensuring initiatives remain on track and flag issues that jeopardize the quality or timeliness of deliverable