Company descriptionPublicis Sapient is a digital transformation partner helping established organizations get to their future, digitally-enabled state, both in the way they work and the way they serve their customers.
We help unlock value through a start-up mindset and modern methods, fusing strategy, consulting and customer experience with agile engineering and problem-solving creativity.
United by our core values and our purpose of helping people thrive in the brave pursuit of next, our 20,000+ people in 53 offices around the world combine experience across technology, data sciences, consulting and customer obsession to accelerate our clients' businesses through designing the products and services their customers truly value.
OverviewWe are seeking an entrepreneurial and energetic Executive Assistant to join our Executive Management team.
The Executive Assistant will support primarily the senior leadership team of Publicis Sapient Melbourne.
The ideal Executive Assistant proactively manages the environment around the senior leadership team, serving as an operational extension.
You have experience in a busy office environment, and a desire to work in a creatively fueled digital consultancy.
You have natural business acumen and are confident in working with senior leadership teams in an independent role.
This is an excellent opportunity for a candidate that would like to contribute to a thriving, creative, fun and energetic agency in Melbourne.
Responsibilities: Proactively partner with senior leaders to plan upcoming communications and calendar.Participate in key executive meetings, make recommendations on key follow-up items and create action.Monitor social media and press activities and alert senior leaders to relevant news.Maintain contact list for senior leaders, recommending meetings that line up with travel.Manage busy calendars.Provide project management support for senior leaders' projects.Prepare expense reports, collect tax invoices and audit against travel schedule and monthly credit card.Prepare and manage travel plans via online travel agency.
All travel to be tracked and audited against expense reports.Coordinate all meeting logistics: sending out Outlook invites, reserving conference rooms, setting up dial-in information/webex, ordering food/beverages.
Some meetings may require note-taking as directed.Prepare PowerPoint presentations as directed by the senior leaders.Prepare weekly timesheets for the senior leaders and maintain knowledge of the active business project identification (PID).Troubleshoot IT issues with our IT department.Other projects as assigned by the senior leaders.Assist relevant stakeholders including Experience Team and Office Leads for all-office meetings (such as All Hands, Social Events, Office Visits etc).Assist the Chief of Staff as required, including supporting the organization of conferences, client events, annual meetings, Town Halls etc.Assist with recruiting coordinating/troubleshooting and other new-hire/HR activities.
Be onsite coordinator with HR on any internal training or career development seminars.Qualifications10+ years Executive Assistant experience working in a fast-paced, services-driven office, ideally in a fast-paced corporate or creative environment.Must have a high level of interpersonal skills to handle time-sensitive and stressful situations.
Use critical thinking skills to make appropriate decisions.
Must be able to troubleshoot with little direction.Position requires demonstrated poise, diplomacy and professionalism.Ability to evaluate priorities and multi-task accordingly, write business correspondence and create reports, effectively present information and respond to questions from clients and staff.Knowledge of MS Word, Excel, PowerPoint and Outlook.Additional informationWe have a nurturing and open culture that champions every individual in their growth.
In addition to internal and external capability and craft training, staff are offered training in accessible design, unconscious bias, what CMOs want, allyship and mental health first aid.
As part of our dedication to an inclusive and diverse workforce, Publicis Sapient is committed to Equal Employment Opportunity without regard for race, colour, national origin, ethnicity, gender, disability, sexual orientation, gender identity, or religion.
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