Executive Assistant
Publicis Media, Chicago, IL, United States
Company Description
Publicis Media Exchange (PMX) is the investment arm of Publicis Media, supercharging our agencies and clients to drive smart application of investment by leveraging scale, marketplace innovation, deeper partnerships, and intelligence. PMX is at the forefront of the converging marketplace, solving industry challenges and executing data-informed, tech-enabled media to help marketers connect with consumers in a measurable way.
Overview
Provide high-level administrative support for the organization's executives, requiring confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization's operations, procedures, and people. This position operates within well-established guidelines.
Responsibilities
Manage executives’ schedules and coordinate meetings using Outlook calendar
Manage the executive's special/strategic projects
Advise, support, assist, coordinate, and collaborate on special/strategic projects that are highly complex, and involve creation and oversight
Monitor, review, and approve standard reports to ensure special/strategic projects are conducted within established budgets and timelines
Perform other administrative tasks using independent judgment and discretion
May have access to the executives’ email accounts to schedule their appointments or redirect routine inquiries from internal sources
Gather, compile, and verify information for the executives’ use in documents such as memos, letters, reports, speeches, presentations, and news releases
Facilitate smooth communications between the executives and coworkers, as well as between the executives and external parties such as the media, customers, clients, partners, and the public
Handle confidential information and maintain the security of the executives’ records and files
Screen and respond to incoming correspondence, inquiries, and phone calls
Draft letters and official information releases
Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft Office, (Word, PowerPoint, Excel, etc.)
Assist in managing Altair hours for the executive and their direct reports
Greet visitors for the executive and guide individuals to meetings
Assist Executives with coordination of assistance from IT Resources when having issues with hardware or software
Coordinate event planning and off-site meetings when necessary
Submit officer benefits reimbursement to HR as needed
At times, send department-wide email communications
Arranging travel for the executive:
Booking airfare using Axiom travel system
Arranging for car service to and from events
Reserving hotel rooms using Axiom travel system
Make meal reservations while traveling
Work with representatives at American Express Travel to resolve any travel changes or challenges when booking travel
Altair expense processing:
Submit all executive travel expenses using the Altair expense system
Ensure all expenses align with T&E policies
Scan and upload all supporting documents to Altair for expense processing
Maintain organized files regarding travel expenses in case there are further questions or audits conducted
As needed, order office supplies through 3rd party providers
As needed for conferences and large meetings:
Work with caterers to order food for events
Maintain the area where the meeting will take place to make sure food and supplies are professionally presented and available
Ensure the meeting room has the necessary supplies (pads, pens, water, whiteboards, etc.).
Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that Outlook calendars have the appropriate room designated
Open request tickets as needed for particular meeting room setups and audio‑visual requests
Operate office equipment such as photocopiers, faxes, and printers
Distribute incoming mail and prepare outgoing mail in coordination with the building’s mailroom service
Maintain office supplies or other inventory
Filing and copying
Qualifications
Requires a Bachelor’s degree
Typically requires more than four to six years of prior, relevant work experience
Requires proficient Microsoft Office skills
Requires prior experience handling confidential data and information
Additional Information
Our Publicis Groupe motto “Viva La Différence” means we’re better together, and we believe that our differences make us stronger. It means we honor and celebrate all identities, across all facets of intersectionality, and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.
Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage, dental, vision, disability, 401K, as well as parental and family care leave, family forming assistance, tuition reimbursement, and flexible time off.
If you require accommodation or assistance with the application or onboarding process specifically, please contact USMSTACompliance@publicis.com. All your information will be kept confidential according to EEO guidelines.
Compensation Range: $60,800.00 - $84,000.00 annually. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third‑party benefits administration system once certain criteria have been met. Temporary roles may also qualify for participation in our 401(k) plan after eligibility criteria have been met. For regular roles, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 04/23/2026.
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Publicis Media Exchange (PMX) is the investment arm of Publicis Media, supercharging our agencies and clients to drive smart application of investment by leveraging scale, marketplace innovation, deeper partnerships, and intelligence. PMX is at the forefront of the converging marketplace, solving industry challenges and executing data-informed, tech-enabled media to help marketers connect with consumers in a measurable way.
Overview
Provide high-level administrative support for the organization's executives, requiring confidentiality, a good understanding of technical and business vocabulary, and knowledge of the organization's operations, procedures, and people. This position operates within well-established guidelines.
Responsibilities
Manage executives’ schedules and coordinate meetings using Outlook calendar
Manage the executive's special/strategic projects
Advise, support, assist, coordinate, and collaborate on special/strategic projects that are highly complex, and involve creation and oversight
Monitor, review, and approve standard reports to ensure special/strategic projects are conducted within established budgets and timelines
Perform other administrative tasks using independent judgment and discretion
May have access to the executives’ email accounts to schedule their appointments or redirect routine inquiries from internal sources
Gather, compile, and verify information for the executives’ use in documents such as memos, letters, reports, speeches, presentations, and news releases
Facilitate smooth communications between the executives and coworkers, as well as between the executives and external parties such as the media, customers, clients, partners, and the public
Handle confidential information and maintain the security of the executives’ records and files
Screen and respond to incoming correspondence, inquiries, and phone calls
Draft letters and official information releases
Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations) using Microsoft Office, (Word, PowerPoint, Excel, etc.)
Assist in managing Altair hours for the executive and their direct reports
Greet visitors for the executive and guide individuals to meetings
Assist Executives with coordination of assistance from IT Resources when having issues with hardware or software
Coordinate event planning and off-site meetings when necessary
Submit officer benefits reimbursement to HR as needed
At times, send department-wide email communications
Arranging travel for the executive:
Booking airfare using Axiom travel system
Arranging for car service to and from events
Reserving hotel rooms using Axiom travel system
Make meal reservations while traveling
Work with representatives at American Express Travel to resolve any travel changes or challenges when booking travel
Altair expense processing:
Submit all executive travel expenses using the Altair expense system
Ensure all expenses align with T&E policies
Scan and upload all supporting documents to Altair for expense processing
Maintain organized files regarding travel expenses in case there are further questions or audits conducted
As needed, order office supplies through 3rd party providers
As needed for conferences and large meetings:
Work with caterers to order food for events
Maintain the area where the meeting will take place to make sure food and supplies are professionally presented and available
Ensure the meeting room has the necessary supplies (pads, pens, water, whiteboards, etc.).
Submit appropriate requests for leaders when meeting rooms are needed for large meetings and ensure that Outlook calendars have the appropriate room designated
Open request tickets as needed for particular meeting room setups and audio‑visual requests
Operate office equipment such as photocopiers, faxes, and printers
Distribute incoming mail and prepare outgoing mail in coordination with the building’s mailroom service
Maintain office supplies or other inventory
Filing and copying
Qualifications
Requires a Bachelor’s degree
Typically requires more than four to six years of prior, relevant work experience
Requires proficient Microsoft Office skills
Requires prior experience handling confidential data and information
Additional Information
Our Publicis Groupe motto “Viva La Différence” means we’re better together, and we believe that our differences make us stronger. It means we honor and celebrate all identities, across all facets of intersectionality, and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.
Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage, dental, vision, disability, 401K, as well as parental and family care leave, family forming assistance, tuition reimbursement, and flexible time off.
If you require accommodation or assistance with the application or onboarding process specifically, please contact USMSTACompliance@publicis.com. All your information will be kept confidential according to EEO guidelines.
Compensation Range: $60,800.00 - $84,000.00 annually. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third‑party benefits administration system once certain criteria have been met. Temporary roles may also qualify for participation in our 401(k) plan after eligibility criteria have been met. For regular roles, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 04/23/2026.
#J-18808-Ljbffr