Operations Executive

Company Description:

Publicis Media harnesses the power of modern media through global agency brands Publicis Collective, Publicis Health Media, Spark Foundry, Starcom and Zenith, as well as global accelerator PMX and integrated platform-based technologies including CJ, CitrusAd, Epsilon and Profitero. A key business solution of Publicis Groupe ([Euronext Paris FR0000130577, CAC 40]), Publicis Media’s digital-first, data-driven global solutions deliver client value and drive growth in a platform-powered world. It is present in over 100 countries with over 23,000 employees worldwide.

Job Description:

As a Receptionist/Administrative Assistant, you will be the first point of contact for visitors, clients, and employees, providing exceptional customer service and administrative support to various departments. This role demands a professional and courteous demeanor, strong organizational skills, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

1. Front Desk Management:

? Greet and assist visitors in a friendly and professional manner.

? Maintain a neat and organized front desk area.

2. 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.

? Collaborate with the Talent Team to assist in seating arrangements for employees.

? Follow up on various talent-related matters, ensuring tasks are completed in a timely manner.

? Coordinate with finance team to manage al voices and expenses POS.

? Issuing all Expenses Pos

? Drafting Manual Invoices

? Creating new Expenses Vendor and clients in the New System

? Tracking & reporting office attendance & rotation plans 3. Travel Arrangements:

? 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.

4. Communication:

? Effectively communicate with clients, employees, and visitors to address inquiries and provide information.

? Handle and distribute incoming and outgoing mail and packages.

5. Calendar Management:

? Assist in managing calendars for management.

? Schedule appointments and meetings, ensuring efficient use of their time.

Qualifications:

? Minimum of a high school diploma or bachelor’s degree (preferred).

? Proven experience in a similar administrative or customer service role is a plus.

? Proficient in Microsoft Office Suite (Word, Excel, Outlook).

? Excellent verbal and written communication skills.

? Strong organizational skills with great attention to detail.

? Ability to multitask and prioritize tasks effectively.