Job Description

Company Description

Publicis 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.

Job Description

We are seeking an entrepreneurial and energetic Executive Assistant to join our Executive Management team. The Executive Assistant will support primarily the Managing Director of Publicis Sapient Australia. Additional support may be required for the Managing Director’s teams as needed. The ideal Executive Assistant proactively manages the environment around the Managing Director, 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 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 Pyrmont.  

Experience Guidelines: 

• Proactively partner with executives to plan upcoming communications and regional calendar 

• Participate in key executive meetings, make recommendations on key follow-up items and create action plans 

• Monitor social media and press activities and alert executives to relevant news or articles    

• Maintain contact list for executives, recommending meetings that line-up with travel schedule 

• Manage busy calendars via Outlook. 

• Provide project management support for the Managing Director’s projects and various initiatives. 

• Prepare expense reports, collect tax invoices and audit against travel schedule and monthly credit card statements. 

• Prepare and manage travel plans via online travel agency and other resources. All travel to be tracked and audited against expense reports. 

• Approve Managing Director direct reports travel requests. 

• Coordinate Managing Director’s direct report’s expense approvals with the MD and process as directed. 

• Coordinate all meeting logistics: Sending out Outlook invites, reserving conference rooms, setting up dial-in information/webex, ordering food/beverages as applicable. Some meetings may require note-taking as directed. 

• Prepare PowerPoint presentations as directed the Managing Director and for other office functions (such as Town Halls). 

• Prepare weekly timesheets for the Managing Director and maintain knowledge of the active business project identification (PID) codes. 

• Binding and other copying projects as directed by office leadership and Business Development. 

• Be able to troubleshoot with our IT department any IT issues of the Managing Director. 

• Other projects as assigned by the Managing Director. 

• Assists the Office Manager and relevant stakeholders for all-office meetings (such as Town Halls). 

• Assist Office Manager with recruiting coordinating/troubleshooting and other new-hire/HR needs. Be onsite coordinator with HR on any internal training or career development seminars. 

Qualifications

• 5+ 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 without little direction and oversight. 

• Position requires demonstrated poise, diplomacy and confidentiality. 

• 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 at all levels. 

• Knowledge of MS Word, Excel, PowerPoint and Outlook.  

Additional Information

• Gender-Neutral Policy
• 20 paid holidays throughout the year
• Generous parental leave and new parent transition program
• Flexible work arrangements
• Employee Assistance Programs to help you in wellness and well being 
• And much much more!