Executive Assistant

About Publicis Groupe ANZ

Publicis Groupe ANZ stands as a global leader in marketing communications and digital transformation, blending data, creativity, media, and technology within a collaborative culture across 80,000 professionals in 100 countries. In Australia, the group comprises various creative agencies, media agencies, digital specialists, production houses, and PR firms all united by a shared purpose.

Role Overview

We are seeking an Executive Assistant to support one of our distinguished media agencies. This role demands adaptability, energy, and a strong curiosity for technology and process improvements. Beyond managing diaries, meetings, and travel, the position focuses heavily on project coordination, operational problem-solving, and driving continuous enhancements. You will be a trusted collaborator, assisting senior leadership in planning and executing initiatives spanning leadership, marketing, client events, and new business channels.

Primary Responsibilities

• Manage complex CEO diaries, meetings, and travel, with occasional support for the Executive Leadership Team (ELT).
• Organize senior leadership meetings including agenda setting, preparing materials, action tracking, and follow-ups.
• Prepare, refine, and verify the quality of presentations, reports, and promotional documents related to business development.
• Handle financial and operational processes such as expenses, invoices, and approvals accurately and discreetly.
• Coordinate multiple projects including agency events, marketing initiatives, and internal programs.
• Establish project frameworks with clear timelines, responsibilities, and checkpoints to ensure smooth execution.
• Maintain momentum on complex tasks ensuring leadership focus remains on high priorities.
• Support the organization and delivery of leadership retreats, client events, media presentations, and agency gatherings.
• Assist new business and marketing efforts by coordinating RFP responses, credentialing, meeting logistics, and follow-ups.
• Forge strong working relationships across internal teams and external partners including media and clients.
• Investigate, test, and apply new tools, systems, and workflows to boost efficiency and teamwork.
• Identify opportunities for process automation and simplification to reduce friction.
• Support digital content and coordination efforts such as event collateral, website content updates, and internal communications.
• Approach tasks with curiosity and an experimental mindset, willing to learn proactively.

Candidate Profile

• Positive, supportive, and collaborative work environment.
• A role offering diverse responsibilities, exposure across leadership, and growth potential beyond typical EA duties.
• Opportunity to work closely with senior leaders amid business growth and transformation.
• Flexible work culture promoting trust, balance, and wellbeing.
• Pathways for career development within a sizeable, evolving business.

Qualifications and Experience

• Minimum three years’ experience as an Executive Assistant, Project Coordinator, or Administrative Assistant, preferably within media, advertising, or similarly fast-paced industries.
• Familiarity or experience with matrix organizations is advantageous, yet we prioritize mindset, curiosity, and capabilities.
• Some exposure to project management, demonstrating excellent organizational and prioritization skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
• Comfort and fluency with various productivity and communication tools and digital platforms.
• Strong written and verbal communication enabling effective interaction with senior leaders, clients, and stakeholders.
• A proactive and solution-oriented approach that anticipates needs, identifies issues, escalates where appropriate, and takes ownership.
• High discretion, professionalism, resilience, and attention to detail.
• Ability to remain composed and adaptable in a dynamic, shifting environment.

Additional Information and Benefits

• Join a globally recognized Employer of Choice and a leading modern communications firm.
• Enjoy access to comprehensive wellbeing programs addressing physical, mental, and financial health.
• A vibrant, creative office atmosphere supported by flexible working options.
• Access to an AI-driven global platform offering career mobility and collaboration opportunities worldwide.
• Diverse and extensive learning and development resources with thousands of digital classes.
• A workplace culture fostering open feedback, career mentoring, and supportive diversity and inclusion programs.
• Inclusive leave policies including birthday leave, flexible public holidays, and additional leave benefits after tenure milestones.
• Global work flexibility program allowing up to six weeks remote work from anywhere annually.
• Robust parental leave provisions and psychological support platforms available to all employees.
• Commitment to diversity, equity, and inclusion as core values and actionable company DNA.

Equal Opportunity Statement

We actively encourage candidates from all backgrounds, emphasizing inclusion, collaboration, adaptability, and integrity over rigid checklist qualifications. Reasonable accommodations are available for applicants with disabilities or those needing support during the recruitment process.