Executive Assistant

CoLab is a fully integrated, cross-discipline team that provides best-in-class services in a fluid and modular way. With our clients at the center, we create brand movement at the speed of people’s lives by connecting real-time data with world-class creative, content, and media in service of growth and ROI.

CoLab is a “power of one” solution, encompassing data, media, and production. By drawing from across the vast Publicis Groupe network, we are uniquely positioned to deliver innovation and specialized skills to our clients, as well as enriching opportunities and inclusive benefits to our employees. We pride ourselves on combining the energetic atmosphere of a startup company with the stability and experience of a global leader.

Job Description

We are looking to hire an Executive Assistant to provide administrative and operational support to a handful of our senior executives with a specific focus on travel, expenses, scheduling, and calendar management.

PLEASE NOTE: This is a hybrid position requiring onsite collaboration an average of 3 days/week, potentially more frequently as business needs dictate. The role is based out of our Philadelphia office located at 111 S. Independence Mall East; all candidates must be local to metro-Philly and willing to commute into that office on a regular basis.

Primary Responsibilities:Manage executive travel needs including scheduling travel, securing hotel reservations, booking plane tickets/rental cars,andpreparing all associated expense reporting.Manage and handle all executive calendar and scheduling needs in Outlook including onsite/offsite events, virtual events, phone calls, and meetings.Manage and plan onsite meetings including catering, AV/tech needs, security clearance and badging, room reservations, and other logistical needs.Manage executive email communications, responding and escalating as needed.Provide additional administrative, operational, and logistical support as requested.

Qualifications

Prior experience providing support to multiple senior-level executives in a large, fast-paced company, consultancy, or ad agency.Experience using Microsoft Teams and Microsoft Office (including Outlook, Word, Excel, and PowerPoint).Experience using an expense tracking and reimbursement system (such as SAP Concur).Ability to manage multiple concurrent requests and understand how to prioritize based on immediacy of need.Experience coordinating and planning meetings and events including securing travel, catering, and/or lodging as well as coordinating with vendors, sponsors, and other partners.Ability to handle and preserve confidential information.Flexibility to handle requests before and after business hours as needed.Incredibly proactive with a natural sense of urgency.Very strong written and verbal communication skills.Meticulous attention to detail.Highly collaborative, organized, efficient, flexible, and nimble.

Additional Information

Compensation Range: $58,000 - $80,000 annually. This is the pay range the Company believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the skills, qualifications, and experience of the applicant along with the requirements of the position, and the Company reserves the right to modify this pay range at any time. For this role, the Company will offer medical coverage, dental, vision, disability, 401k, and paid time off. The Company anticipates the application deadline for this job posting will be 05/31/2024.

REF24-3801