Management Assistant

Description du poste:

Company description About Publicis Groupe Publicis Groupe is one of the largest advertising agency holding companies in the world and a global leader in marketing communications and digital transformation. Driven by data, cutting-edge technology, and creativity, our solutions enable brands to provide customers with tailored experiences on a large scale. We utilize the Power of One operating model to integrate and develop competencies that create increasing business value for current and future clients. We are present in more than 100 countries and employ over 90,000 professionals. About Publicis ReSources Publicis ReSources is the backbone of Publicis Groupe, the world's most valuable agency group. We are the only full-service end-to-end shared service organization in the industry, enabling Groupe agencies to innovate and transform for their clients. Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis ReSources has grown to 5,000 employees in over 66 countries. We provide technology solutions and business services, including finance, accounting, legal, benefits, procurement, tax, real estate, treasury, and risk management. Overview The Management Assistant provides executive support to the CEO for EMEA and the Legal Director , ensuring the smooth running of leadership routines, cross-market coordination, and stakeholder engagement. The role is the operational backbone of the EMEA office-driving calendar orchestration, meeting preparation, communications, follow-through on actions, administrative tasks and other support activities-so the CEO and leadership team can focus on strategic outcomes. Responsibilities Executive support & coordination Proactively manage complex calendar of CEO, set priorities while taking time-zones into account; anticipate conflicts and propose solutions. Orchestrate leadership cadences (weekly executive meetings, monthly reviews, quarterly business updates) and track decisions, actions, and owners. Gatekeep and triage inbound requests; exercise sound judgment on what requires CEO attention versus delegation. Schedule, coordinate, and host meetings (virtual and in-person); ensure materials, logistics, tech, and attendees are ready. Travel, expenses & procurement Plan efficient multi-country itineraries; optimize routes, costs and time. Prepare and reconcile expense reports accurately and on time; maintain records per Groupe policy. Raise purchase requests for small operational needs; coordinate with Finance/Procurement where required. Communication & stakeholder liaison Draft and edit executive correspondence, memos, presentations in a clear, concise style. Serve as the point of contact for EMEA leadership, Publicis Groupe Executives, Shared Service Center leads, agency MDs, and group partners; maintain strong relationships. Maintain confidentiality and manage sensitive information with discretion. Office operations & projects Keep the Amsterdam office routines running (space bookings, visitor hospitality, supplies); be the 'go-to' person for daily needs. Support small, time-bound projects (research, data collection, light analysis, status tracking). Corporate legal secretarial support Coordinate document execution by CEO and agency directors, ensuring timely signature and compliance with internal protocols. Organize logistics for legal documentation, including handling of legalization by notary and making courier arrangements. Support Legal Director with corporate secretarial work, filings, Groupe reporting and administrative (legal) tasks. Printing, scanning and filing of documents in legal archives. Qualifications Experience: 8+ years in a Management/Executive Assistant role supporting senior leadership in an international environment; legal services exposure is a plus. Languages: Excellent English and Dutch. Tools: Expert in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), familiarity with travel/expense systems and basic project tracking tools. Education: Bachelor's degree or equivalent professional experience. Additional information Core competencies Organization & Anticipation: Plans ahead, foresees needs, and removes friction. Judgment & Discretion: Handles confidential matters with maturity and trustworthiness. Precision and attention to detail: Maintains accuracy in all tasks and documentation. Communication: Clear, concise writing and confident stakeholder interaction. Problem-solving: Calm under pressure; finds pragmatic solutions. Service mindset: Professional, attentive, supportive and resilient. Cross-cultural fluency: Comfortable collaborating across countries and cultures. Working arrangements Hybrid: typically 2/3 days on-site in Amsterdam

Profil requis du candidat:

Experience: 8+ years in a Management/Executive Assistant role supporting senior leadership in an international environment; legal services exposure is a plus. Languages: Excellent English and Dutch. Tools: Expert in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), familiarity with travel/expense systems and basic project tracking tools. Education: Bachelor's degree or equivalent professional experience