Executive Assistant

About CoLab at Publicis Health

CoLab operates as an integrated, interdisciplinary team offering exceptional services that adapt fluidly to client needs. Positioned at the heart of the Publicis Groupe network, CoLab blends real-time data with top-tier creative, content, and media expertise to drive brand impact, growth, and ROI. Its unique 'power of one' approach merges data, media, and production, offering both innovative client solutions and inclusive, enriching employee opportunities. The culture balances a startup vibe with the strength and experience of a global leader.

Role Overview

The Executive Assistant serves as a strategic partner to senior executives, enhancing leadership effectiveness within a dynamic, client-focused organization. This role transcends traditional administrative functions by anticipating executive needs, managing priorities, and ensuring maximum leadership efficacy. Success demands discretion, foresight, precision, and a proactive attitude.

Key Responsibilities

• Manage complex calendars with a focus on aligning executive availability to business priorities, stakeholder needs, and client interactions.
• Anticipate scheduling needs, address conflicts promptly, and minimize last-minute changes to maintain workflow continuity.
• Prepare meeting agendas, objectives, and necessary materials to assure productivity and clarity.
• Deliver structured daily and weekly executive summaries to align priorities, outcomes, and follow-up actions.
• Handle travel arrangements, expense tracking, timesheets, and administrative tasks with thoroughness and accuracy.
• Work as a trusted collaborator by understanding executive priorities and adapting to evolving business requirements.
• Proactively identify potential challenges and act to prevent or mitigate issues.
• Coordinate communication and alignment among internal teams and client stakeholders with seamless interaction.
• Handle sensitive or confidential information with excellent judgment and discretion.
• Organize leadership and department meetings, including creating agendas, managing logistics, and ensuring thorough follow-up.
• Support team operations through managing communication tools, distribution lists, and organizational announcements.
• Ensure operational consistency across various units adhering to agency standards and procedures.
• Join key meetings to document notes, assign responsibilities, and track actions efficiently.
• Plan and execute both internal and client-facing events aimed at achieving business objectives and enhancing relationships, managing all logistical components.
• Support agency events such as town halls, leadership gatherings, and cultural initiatives to boost employee engagement.
• Contribute to maintaining a productive and connected office environment, collaborating with office management to meet operational needs.
• Align executive presence and office engagement especially during significant occasions or events.

Ideal Candidate Traits

• Proactive problem-solver who plans ahead to avoid potential obstacles.
• Meticulous and detail-oriented with strong dedication to follow-through.
• Possesses strong professionalism, discretion, and executive presence.
• Collaborative team player contributing to shared success among Executive Assistants.
• Thrives in a fast-paced, high-performance, client-centric atmosphere.

Qualifications

• Minimum of 5 years’ experience supporting senior executives, preferably in agency, healthcare, or professional services sectors.
• Advanced skills in managing complex calendars and prioritizing across multiple stakeholders.
• Strong organizational capabilities with attention to detail.
• Experienced in coordinating meetings, events, and cross-team initiatives.
• Excellent communication skills capable of effectively representing leadership.
• Proficient with Microsoft Office Suite, Outlook, and collaboration platforms such as Teams.
• Willingness and ability to work onsite in alignment with executive schedules.

Additional Information

Publicis Groupe embraces diversity and inclusion under its motto "Viva La Différence," fostering a culture that honors all identities and intersectionalities, promoting belonging and equitable experiences. The company offers comprehensive benefits including medical, dental, vision coverage, disability, 401(k), parental and family care leave, family building assistance, tuition reimbursement, and flexible time off.

Applicants requiring accommodations during application or onboarding are encouraged to request assistance confidentially.

Compensation for this role ranges from $60,800 to $93,600 annually, depending on experience and qualifications, with the company reserving the right to adjust this range. Both temporary and regular employees may have access to medical plans and 401(k) benefits subject to eligibility criteria. The application deadline is projected to be August 10, 2026.