About the Company
Founded in 1926 by Marcel Bleustein-Blanchet, today Publicis Groupe is the largest communications group in the world and a leader in marketing, communication, and digital business transformation, led by Arthur Sadoun, the third CEO in its history. Publicis Groupe is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation. Publicis Groupe is a privileged partner in its clients’ transformation to enhance personalisation at scale. The Groupe relies on ten expertise concentrated within four main activities: Communication, Media, Data and Technology. Through a unified and fluid organisation, its clients have a facilitated access to all its expertise in every market. Present in over 100 countries, Publicis Groupe employs around 114,000 professionals.
Website: www.publicisgroupe.com
X: @PublicisGroupe
Instagram: @publicisgroupe
YouTube: http://www.youtube.com/publicisgroupe
Facebook: http://www.facebook.com/publicisgroupe
About the Role
The Operations - Administration role provides comprehensive administrative and operational support to ensure the smooth day-to-day functioning of the business. This role acts as a central coordination point across departments, supporting office management, finance processes, travel logistics, and executive scheduling. Role reports into Head of Facilities.
Main Tasks Technical & Product Administrative Support:
- Provide administrative assistance to various departments, including data entry, document preparation, and filing.
- Coordinate meetings, conferences, and appointments as required.
- Assist in managing office supplies and inventory.
- Assist the business in seating arrangements for employees.
- Coordinate with messengers/Runners to deliver clients, Vendors and governmental stuff (Invoices/Documents) as required.
- Follow up on various talent-related matters, ensuring tasks are completed in a timely manner.
- Coordinate with finance team to manage all invoices and expenses POs.
- Coordinate office related stuff with office Boys as required.
- Issuing all Expenses Pos and register invoices.
- Drafting Manual Invoices.
- Creating new Expenses Vendor and clients in the New System.
- Tracking & reporting office attendance & rotation plans.
- Arrange travel for employees, including flights, accommodation, transportation, and visa processing when needed.
- Prepare travel itineraries and ensure all travel-related documents are in order.
- Monitor and reconcile travel expenses and ensure compliance with company policies.
Communication:
- Effectively communicate with clients, employees, and visitors to address inquiries and provide information.
- Handle and distribute incoming and outgoing mail and packages.
Calendar Management:
- Assist in managing calendars for management.
- Schedule appointments and meetings, ensuring efficient use of their time.
Business Acumen & Operational Efficiency:
- Assist in managing calendars for management.
- Schedule appointments and meetings, ensuring efficient use of their time.
Innovative & Analytical Mindset:
- Assist in managing calendars for management.
- Schedule appointments and meetings, ensuring efficient use of their time.
People & Leadership:
- Seeks others' feedback to develop self-awareness, strengths and address development area.
- Is able to proactively raise issues to improve effective team working and collaboration.
- Is able to communicate confidently in a clear, concise and articulate manner.
- Collaborates with stakeholders and embraces an inclusive based environment.
- Is able to make valuable contributions to discussions and brainstorming sessions, providing insight and point of view.
- Able to build relationships quickly with others and engages personally with peers and clients.
- Treats others with respect, listens to other perspectives, especially when they are different from own.
- Able to tackle problems in a timely manner and develop contingency plans that focus on problem resolution.
- Drives a culture of trust with Peers, clients and all other stakeholders.
Self
- Is able to take ownership for actions and deals with consequences in a mature manner.
- Able to adjust performance based on experiences and feedback and showcases agility and flexibility.
- Displays openness to the ideas of others and leverages them when beneficial for the business.
- Showcases curiosity and open mindset towards new ways of doing things.
- Is able to set high impact objectives and goes above and beyond to exceed performance.
- Demonstrates the Growth Mindset and is able to take ownership of personal development and growth.
- Capable of constructively challenging the status-quo and takes risks to challenge internal and external perspectives.
- Approaches situations and individuals with honesty, integrity and humbleness.
- Displays resilience and maintains drives and a positive outlook when faced with challenges.
Education and Experience Required:
- Assist in managing calendars for management.
- Schedule appointments and meetings, ensuring efficient use of their time.
