Administrative Assistant

Company Description

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 Levi’s showed a black sheep travelling in the opposite direction to a flock of white ones. That’s where we got our logo and our guiding philosophy: when the world zigs, zag. Why? Because it’s 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. That’s 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.

https://www.bartleboglehegarty.com 

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 & grow. In 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 adhering to 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, presentations, gathering insights, research, & information to inform decision making

You're 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.

Additional Information

Our Publicis Groupe motto “Viva La Différence” means we’re 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 USMTTACompliance@publicis.com.

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