**Company description** Publicis Groupe is not just a company you work for; it’s a platform for you to take your talent to the world. If you want to help change the world, ideas alone are not enough. Real impact can only come from having meaningful access to a world of knowledge, people and resources. At Publicis Groupe, you are connected to our global network, intelligence, tools, clients, brands and 80,000 brilliant minds with expertise in data, technology, media, strategy, creativity and business transformation, all literally at your fingertips. Go ahead, the world is waiting. Publicis Groupe is the third largest communications group in the world. Founded in Paris in 1926, we are present in more than 100 countries as leaders in marketing, communication, and digital business transformation. Two of its biggest solution hubs in Singapore - Publicis Communications and Publicis Media & Digital. Publicis Communications, the creative communications hub of the Publicis Groupe, is a collective of the most passionate, purposeful, and progressive creative agencies in Singapore. They are Publicis Worldwide, Leo Burnett, Saatchi & Saatchi, Prodigious, and MSL. Publicis Media & Digital, which is comprised of global media agency brands Starcom, Zenith, Spark Foundry, and Performics, is powered by digital-first, data-driven global practices that together, help our clients navigate the modern media landscape. Our two other solution hubs, Publicis Sapient and Publicis Commerce, empower businesses to embrace digital transformation and equip them with a total commerce experience. **Overview** The Executive Assistant (EA) provides high-level administrative support to executives, ensuring their day-to-day operations run smoothly. The role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The EA will act as a gatekeeper and a liaison, enabling executives to focus on strategic priorities. **Responsibilities** 1. **Administrative Support:** 2. Manage executives' calendars, scheduling meetings, appointments, and ensuring efficient time management 3. Coordinate internal and external meetings, preparing necessary materials in advance 4. **Travel and Logistics:** 5. Arrange and manage complex travel itineraries for executives and team members, including flights, accommodations, ground transportation, visas, and agenda planning 6. Collaborate with the Travel Desk to streamline travel arrangements and ensure seamless travel experiences 7. **Meeting and Event Coordination:** 8. Plan and coordinate logistics for meetings, conferences, and events, including booking venues, managing AV/IT requirements, and overseeing setup needs 9. Track action items from meetings to ensure timely follow-up and completion 10. **Communication and Liaison:** 11. Serve as the primary point of contact between executives and key stakeholders, both internal and external 12. Handle inquiries and requests, prioritizing and escalating matters when necessary 13. **Document Management:** 14. Prepare and review presentations, reports, and other executive-level documents 15. Maintain an organized and efficient system for document filing and retrieval 16. **Expense and Office Management:** 17. Submit and track expense reports for executives in a timely and accurate manner 18. Perform general office administration tasks to support smooth operations 19. Work closely with the Workplace Experience team to maintain a productive and efficient office environment 20. **Project and Ad-Hoc Support:** 21. Assist in the execution of ad hoc projects, ensuring deadlines are met and deliverables are of high quality 22. Take on additional responsibilities as assigned to support dynamic business needs **Qualifications** + Minimum 5 years of experience in an executive assistant or similar role, supporting senior-level executives. + Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and generally proficient with other business technology/software tools and web/mobile applications with project management tools. + Strong organizational and time management skills with the ability to multitask and prioritize effectively. + Excellent verbal and written communication skills. + High level of discretion and confidentiality. + Proactive and resourceful problem solver with strong attention to detail. + Ability to work independently as well as collaboratively in a team environment. + Flexible and adaptable to changing priorities and demands.