Administrative Assistant

Bartle Bogle Hegarty (BBH) is a world-famous creative agency that makes jaw-dropping thumb-stopping eye-opening work for brands across the globe. Founded in London in 1982 we now have offices in New York Los Angeles Stockholm Mumbai Singapore and Shanghai. Our first ad for Levis showed a black sheep travelling in the opposite direction to a flock of white ones. Thats where we got our logo and our guiding philosophy: when the world zigs zag. Why Because its easy to zig to go with the grain. It feels safe. It feels like the sensible thing to do. But the greater risk is failing to stand out. We believe in the power of difference to make a difference.

Our goal is a simple one: make the best work in the world. Thats where you come in. We need rebels dreamers thinkers mathematicians makers artists visionaries doers observers the different and the unreasonable. We need Black Sheep. People who want to make the hearts flutter and minds do flips who can change businesses and culture. People who want to make a difference come here for something different.

The Role Overview

The Administrative Assistant must be a diligent strong communicator who thrives in a fast-paced environment & is a creative collaborative curious & innovative thinker. This role requires a resourceful problem-solver & relationship builder with a can-do attitude & a desire to learn & addition being insanely organized analytical strategic & possess strong business judgment & communication skills which are needed to interact with a variety of people & job functions. High enthusiasm creativity & resourcefulness are crucial as is a high level of professional integrity & confidentiality.

Expectations

• Anticipate needs & provide high-level administrative support for 3-5 leaders
• Manage multiple multiple calendars & schedules with high level of detail
• Coordinate internal & external meetings for executives & their teams
• Communicate with team members & external partners on behalf of the executives
• Handle logistics for meetings including booking conference room space organizing agendas preparing materials catering & ensuring availability of attendees
• Handle any & all travel arrangements ensuring tight schedules & well articulated agendas while adheringto company policy
• Interact regularly & build relationships across various teams
• Coordinate ongoing agency rhythm of business (e.g. team meetings & regular comms cadence)
• Perform non-administrative ad-hoc projects such as preparing reports presentationsgathering insights research & information to inform decision making

Youre a Superstar

• Ability to strategically multitask & prioritize projects
• Ability to be proactive & problem-solve in a fast-paced dynamic environment
• Outgoing friendly personable high energy & approachable
• Strong time & project management skills
• Ability to adjust quickly & efficiently as meetings & schedules change
• Navigate complex matrixed organizations & enhance organizational communications
• Uphold a strict level of confidentiality
• Organize team professional events socials team on-sites etc.

Responsibilities/Skills

• Strong scheduling / coordination skills and comfortability with last-minute changes
• Thrive in a fast-paced quickly changing environment with an optimistic approach
• Incredibly proactive and able to take initiative and work efficiently with little direction
• Proven logistical and organizational skills and abilities
• Ability to communicate effectively with people at all levels of management& handle confidential matters
• Excellent verbal & written communication skills

Qualifications/Skills

• 2 years of administrative support experience
• AI Technology Qualifications:
  • Experience using AI-powered productivity tools such as Microsoft Copilot ChatGPT or similar generative AI platforms to improve efficiency and workflow management.
  • Ability to leverage AI tools to draft emails meeting summaries presentations and reports while maintaining accuracy and confidentiality.
  • Experience using AI to organize summarize and analyze information from documents meetings and communications.
• Proficiency with Outlook Mail and Calendar in an office setting
• Exceptional interpersonal skills: must be charismatic & have ability to communicate strategically &
• respectfully with clients and staff
• Reliable & trustworthy with unfailing ability to operate with discretion & a high level of integrity
• Able to maintain composure in an extremely fast-paced creative environment
• Impeccable attention to detail with outstanding time management skills & the ability to work quickly & efficiently
• Skilled at managing high-level volume of work & deciphering immediate needs from what can wait
• Support in the day-to-day i.e. pick-up lunch rearrange calendars on a moments notice chase down
• answers etc.

Our Publicis Groupe motto Viva La Différence means were better together and we believe that our differences make us stronger. It means we honor and celebrate all identities across all facets of intersectionality and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.

Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage dental vision disability 401K as well as parental and family care leave family forming assistance tuition reimbursement and flexible time off.

If you require accommodation or assistance with the application or onboarding process specifically please contact

All your information will be kept confidential according to EEO guidelines.