Administrative Assistant, Office Operations at Starcom Mediavest Group Germany Gmbh

Administrative Assistant

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support some of our executive leadership as well as oversee day-to-day office operations of our PDX physical community space.

The ideal candidate will be a confident multitasker who thrives in a fast-paced environment, has excellent communication skills, and can anticipate the needs of the executive team while ensuring the office runs smoothly.

This role will be required to be on-site at our 375 Hudson office 5 days a week.

Responsibilities

Executive Support

• Provide comprehensive administrative support to senior leadership team members including calendar management, scheduling, travel coordination, and expense reporting.
• Where necessary, prepare meeting materials, take detailed minutes, and ensure follow-up on action items.
• Handle sensitive and confidential information with the utmost discretion.
• Serve as the primary point of contact between executives, internal teams, and external stakeholders.

Office Management

• Support all PDX agencies with day-to-day office operations process and protocols, working with Re:Sources on best in class activity to make our space run well.
• Manage front-of-house-like responsibilities such as ensuring there is a process for greeting guests and ensuring a professional office environment overall in partnership with all agencies and the extended Executive and Administrative Assistants.
• Coordinate IT, equipment, and workspace process with agencies
• Provide support and process with agency planning and execution of in-office events, team meetings, and employee engagement activities.

Project & Process Management

• Assist in coordinating company projects and initiatives, ensuring deadlines are met and communication is clear across departments.
• Identify and implement improvements to facility management processes for greater efficiency.
• Understand budget tracking, vendor contracts, and invoice processing where applicable

Qualifications

• Bachelor's degree or equivalent experience.
• 4+ years of experience as an Administrative Assistant, Office Manager, or similar administrative role (experience in NYC-based firms a plus).
• Exceptional organizational skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and calendar management tools (e.g., Outlook, Asana, Slack, Zoom).
• Ability to handle multiple priorities with professionalism and flexibility.
• Strong sense of discretion, integrity, and judgment.

Additional Information

The Power of One starts with our people! To do powerful things, we offer powerful resources. Our best-in-class wellness and benefits offerings include:

• Paid Family Care for parents and caregivers for 12 weeks or more
• Monetary assistance and support for Adoption, Surrogacy and Fertility
• Monetary assistance and support for pet adoption
• Employee Assistance Programs and Health/Wellness/Comfort reimbursements to help you invest in your future and work/life balance
• Tuition Assistance
• Paid time off that includes Flexible Time off Vacation, Annual Sick Days, Volunteer Days, Holiday and Identity days, and more
• Matching Gifts programs
• Flexible working arrangements
• 'Work Your World' Program encouraging employees to work from anywhere Publicis Groupe has an office for up to 6 weeks a year (based upon eligibility)
• Business Resource Groups that support multiple affinities and alliances

The benefits offerings listed are available to eligible U.S. Based employees, are reviewed on an annual basis, and are governed by the terms of the applicable plan documents.

We also offer medical and voluntary benefits to our freelancers and temporary employees. Voluntary benefit options include supplemental medical insurance, transportation, and parking benefits, legal benefits, pet insurance, and auto and home insurance.

You must be actively employed for 90 consecutive calendar days in order to be eligible for Publicis medical and voluntary benefits. You will also be eligible to participate in the Publicis 401(k) Plan after you complete 1,000 work hours in a consecutive 12-month period.

Publicis Digital Experience is an Equal Opportunity Employer. Our employment decisions are made without regard to actual or perceived race, color, ethnicity, religion, creed, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, childbirth and related medical conditions, national origin, ancestry, citizenship status, age, disability, medical condition as defined by applicable state law, genetic information, marital status, military service and veteran status, or any other characteristic protected by applicable federal, state or local laws and ordinances.

If you require accommodation or assistance with the application or onboarding process specifically, please contact [email protected]. All your information will be kept confidential according to EEO guidelines.

Compensation Range: $60,800 - $93,600/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. Temporary roles may be eligible to participate in our freelancer/temporary employee medical plan through a third-party benefits administration system once certain criteria have been met. Temporary roles may also qualify for participation in our 401(k) plan after eligibility criteria have been met. For regular roles, 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 4/12/26.