Executive Assistant
Publicis Sapient
London, England, gb
8h ago

Are you seeking for a new challenge as an Executive Assistant, where you can broaden your current skills and take on new challenges?

Yes? Then we have the opportunity for you.

You’ll be primary looking after 3 or more Executives, who all need different kinds of support, from managing their agendas, to travel coordination and expenses.

In addition, you will coordinate with clients and finance teams to follow up on invoices, billing, and collections.

In performing the essential functions of this role, the work environment is fast-paced and strong organisational skills are a must.

Essential duties and responsibilities include the following and others as assigned :

  • Diary / Calendar management of 3 or more senior executives, which will entail changing priorities, booking extensive international travel / transportation, visas, and hotel bookings.
  • Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas.
  • Submit expenses on behalf of your executive and keep up to date with statements.
  • Interact with clients and business guests.
  • Maintain electronic filing system, ensuring processes and software are up to date and in working order.
  • Manage projects and follow-up with team members where required.
  • Build strong relationships with relevant departments, including IT, sales, HR, and PR.
  • Work with Talent Acquisition regarding the on-boarding of new colleagues and trainings where necessary.
  • Coordinate with Finance and Legal teams to follow up on invoices, collections, time tracking and reconciliation.
  • Event Management.
  • Handle occasional personal tasks for the executives as needed.
  • Manage ad-hoc projects for the executives and the company as needed.
  • Qualifications

  • Diary and scheduling management
  • You will have proven success supporting one or more C-level executives in a dynamic and growing environment
  • Experienced with internal systems
  • Highly professional, organized and attention to detail
  • Handle sensitive and confidential information
  • Incredible time management skills and able to handle multiple competing priorities and to constantly re-prioritize.
  • Ideally you will have experience of working remotely and / or internationally coordinating with peers and team members globally and understand the challenges and opportunities of remote working and remote communication - you will need to be an excellent communicator in all channels (in person, online, in writing) and able to form strong working relationships both in person and virtually
  • Excellent project and event management skills
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