Publicis Groupe

Marketing in today’s world is fast evolving. Publicis Groupe leads the change by offering a one-stop solution, allowing our clients' access to the expertise that sits within our 12-agency network on a daily basis. This is an exciting time to join our agency where you can learn from the best from a broad range of disciplines: advertising, digital, CRM, shopper marketing, PR/events, and social, etc. to empower you to have an intelligent conversation with our clients. At the same time, you are given the opportunity to shine by offering something unique to the team.

What you get:

• "Power of One" - Part of the 13-agency network under the fully integrated Publicis Groupe, bringing together the best talents from the group
• Strong growing and development culture and platform
• Excellent office environment - spacious, stylish office with an outdoor terrace for some fresh air
• Winner of Campaign Asia 2023 Agency of the Year Awards - Best Culture, Greater China

Position Overview: We are seeking a highly organized and proactive Executive Assistant to provide comprehensive secretarial and administrative support to English-speaking C-level executives. This role encompasses both business and personal matters, ensuring that our executives can focus on strategic initiatives without distraction.

Key Responsibilities:

• Schedule Management: Efficiently manage and organize daily schedules, business appointments, and meetings to optimize the executives' time.
• Secretarial Support: Provide essential secretarial assistance, including arranging schedules, coordinating travel (flights, accommodations), and developing documents, emails, and reports. Handle photocopying, printing, and binding tasks as needed.
• Administrative Duties: Offer administrative support by sorting incoming correspondence, reconciling and processing monthly statements, and arranging internal and external meetings and functions as required.
• Travel Coordination: Arrange domestic and international travel bookings, including flights, hotel accommodations, restaurant reservations, and car rentals, ensuring all logistics are seamless.
• Confidentiality: Maintain the highest level of confidentiality in all matters, safeguarding sensitive information at all times.

Requirements

• Ability to multi-task and work with strict deadlines in a face-paced, regional & multi-timezone environment, under high-pressure situations, and remain calm in stressful situations; ability to prioritize and adjust with change
• High level of attention to details, be highly organized, and have strong follow-up capabilities
• Ability to manage sensitive and confidential information with discretion and diplomacy
• Proactive, dependable and have ability to maintain strict confidentiality
• At least 2-3 years proven previous experience in personal assistant / secretarial / customer service experience in a sizeable firm
• High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Mandarin, Cantonese and English fluency, both written and verbal a must required
• Open to work overtime when required