Executive – Operations (Receptionist - Administrative Assistant)

Company Description

Publicis Media is one of the four solutions hubs of Publicis Groupe, alongside
Publicis Communications, Publicis.Sapient and Publicis Healthcare. Led by
Steve King, CEO, Publicis Media is comprised of Starcom, Zenith, Digitas,
Spark Foundry and Performics, powered by digital-first, data-driven global
practices that together deliver client value and business transformation.
Publicis Media is committed to helping its clients navigate the modern media
landscape and is present in more than ‎100 countries with over ‎23,500 employees
worldwid

Job Description

Main Tasks
Technical & Product
As Office Manager/Administrative Assistant, you will be the first point of
contact for visitors, clients, Vendors 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.

Business Acumen & Operational Efficiency
Administrative Support:
* Provide administrative assistance to various departments, including data entry, document preparation, and filing.
* Issue PO's for expense Vendors and register invoices
* Coordinate meetings, conferences, and appointments as required.
* Coordinate office related stuff with office Boys as required.
* Coordinate with messengers/Runners to deliver clients, Vendors and governmnetal stuff (Invoices/Documents) 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.

‎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, expenses Vendors and visitors to address inquiries and provide information.
* Handle and distribute incoming and outgoing mail and packages.

Innovative & Analytical Mindset
* Assist in managing calendars for management.
* Schedule appointments and meetings, ensuring efficient use of their time.

People & Leadership
* Seeks others' feedback to develop self-awareness, strengths and address development area.
* Is able to proactively raise issues to improve effective team working and collaboration.
* Is able to communicate confidently in a clear, concise and articulate manner.
* Collaborates with stakeholders and embraces an inclusive based environment.
* Is able to make valuable contributions to discussions and brainstorming sessions, providing insight and point of view.
* Able to build relationships quickly with others and engages personally with peers and clients.
* Treats others with respect, listens to other perspectives, especially when they are different from own.
* Able to tackle problems in a timely manner and develop contingency plans that focus on problem resolution.
* Drives a culture of trust with Peers, clients and all other stakeholders.
Self
* Is able to take ownership for actions and deals with consequences in a mature manner.
* Able to adjust performance based on experiences and feedback and showcases agility and flexibility.
* Displays openness to the ideas of others and leverages them when beneficial for the business.
* Showcases curiosity and open mindset towards new ways of doing things.
* Is able to set high impact objectives and goes above and beyond to exceed performance.
* Demonstrates the Growth Mindset and is able to take ownership of personal development and growth.
* Capable of constructively challenging the status-quo and takes risks to challenge internal and external perspectives.
* Approaches situations and individuals with honesty, integrity and humbleness.
* Displays resilience and maintains drives and a positive outlook when faced with challenges.

Qualifications

Education and Experience Required
* Minimum of Bachelor's degree in business administration, management, or a related field.
* Proven experience in a similar administrative or customer service role is a plus.
* SAP experience 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.
* Professional and courteous demeanor.
* Punctual and dependable.

Core Attributes
Analytical Thinking
Breaks down problems and issues into sub-components and then assesses the
costs, benefits and risks of various options prior to selecting a particular
approach.

Strategic Thinking
Can analyze organizational strengths and weaknesses and then combine these
with knowledge of the industry, market and organization to develop long-term
strategy.

Product Knowledge
Has a good understanding of product line features and benefits and uses that
knowledge to optimize sales with each client. Understands the product market
and uses this knowledge to increase personal credibility and product sales.
Keeps abreast of competitors' activities and typically responds quickly to
what the competition is doing.

Planning
Develops the steps necessary to accomplish long-term goals. Identifies long
and short-term goals and establishes realistic plans to reach them. Allocates
required resources, allows for contingencies and ensures that plans fit with
the larger needs of the organization. Sets milestones to measure progress
along the way.

Presentation Skills
Comes across as confident and well-prepared when making group presentations.
Makes effective use of visual aids or presentation software and looks at ease
while handling questions from the audience. His/her presentations hold the
audience's attention and tend to be the right length for the amount of
information covered.

Productivity
Meets or exceeds productivity standards that have been established for his/her
organizational level or position. Has successfully combined skills, ability
and effort level to ensure that expectations related to results/output are
achieved.

Teamwork
Is an effective team player who adds complementary skills and contributes
valuable ideas, opinions and feedback. Communicates in an open and candid
manner and can be counted upon to fulfill any commitments made to others on
the team.

Negotiation Skills
Demonstrates the ability to negotiate compromises that leave various
stakeholders feeling that their interests and positions have been understood
and that the resulting solution is even-handed and fair to all parties.
Accomplishes this through listening to differing points of view and taking
each view into account. Looks for common interests and helps parties explore
and reach middle-ground solutions.

Interpersonal Skills
Shows genuine sensitivity to the needs, feelings and capabilities of other
people. Deals with others in a pleasant manner. Treats others with respect and
consideration.

Leadership
Articulates a vision that others choose to follow. Models behaviors expected
of others and inspires others to undertake challenging tasks and projects
(leading by example).

Time management
Prioritizes tasks and manages time to ensure that deadlines are met. Plans his
or her time and sticks to those plans. Prevents or manages interruptions until
the highest priority tasks are accomplished. As well as, keeping a work / life
balance in perspective.

Communication
Communicates effectively and appropriately. Uses good judgment as to what to
communicate to whom as well as the best way to get that accomplished. Speaks
in a clear and credible manner, selecting the right tone for the situation and
audience. Listens to others and allows them to make their point.

Education and Self Development
Makes it a practice to take charge of self-development by soliciting feedback,
setting priorities, and then acquiring or strengthening skills and knowledge
through coursework or other methods.

Initiative (Employees)
Recognizes opportunities and initiates actions to capitalize on them. Looks
for new and productive ways to make an impact. Demonstrates this
characteristic when it comes to generating new ideas or processes,
capitalizing on new business opportunities, seeking out and taking on
increasing responsibility or resolving problems as they occur. Uses sound
judgment about when to take action and when to seek guidance or permission.
This is in contrast to those who fail to notice opportunities, wait to be
asked or instructed before taking action, seldom offer new ideas or express
reservations about taking on additional responsibilities.

Quality of Work (Employees)
Has established a track record of producing work that is highly accurate,
demonstrates attention to detail and reflects well on the organization. Is
personally committed to high quality work and encourages others to have
similar standards.

Creativity (Employees)
Applies creativity and originality in the work setting, when appropriate.
Suggests or applies new ways of addressing ongoing work issues and challenges.
Sees possibilities that others have not yet seen, or combines ideas and
approaches suggested by others in a unique manner that results in
breakthroughs and improvements. Understands when to be creative and when to
stick with what exists now.

Meeting Targets (Manager)
Meets or exceeds financial goals while selling an appropriate product mix. The
product mix reflects both a broad knowledge of the product line as well as
successful efforts to educate customers or prospects.

Entrepreneurial Orientation (Managers)
Takes an active role in identifying new business opportunities, assessing the
risks involved and comparing these to the potential advantages of taking
action. Influences decisions by examining financial costs and potential
benefits and by providing realistic risk-assessments. This is in contrast to
those who fail to look for new business opportunities or do an inadequate
assessment of risks and benefits and/or either tend to avoid opportunities or
embrace ventures that fail to produce the expected payback on the resources
invested.

Encouraging Client Focus (Managers)
Consistently conveys that clients are the highest priority. Respects clients '
needs and expectations and lets clients know if their expectations cannot be
met. Refrains from complaining about (or speaking negatively about) client
behavior or expectations. Communicates in a manner that promotes and sustains
client satisfaction and encourages others to do the same. Achieves these
outcomes by ensuring that client needs and deadlines are realistic and that
they are met. Publicly recognizes those who deliver excellent client services.