Marie-Odette ALVES

GLOBAL NETWORK COORDINATOR
… Since March 2009 at Publicis Worldwide

EXPERIENCED EXECUTIVE PERSONAL ASSISTANT
17 years experience, supporting president level…
… 2 years experience at Publicis France (support to the CEO and Marketing Manager)…
… 15 years experience at Saatchi & Saatchi (support to the European Vice-President).


PROFESSIONAL REFERENCES
My primary responsibilities for the role of EPA were to provide support to the CEO
-Organize the President's working schedule.
-Book International travels, handle logistic, edit itineraries.
-Act as liaison between CEO and clients, network, suppliers.
-Prepare executive level correspondence and memos for the CEO, responding to correspondence.
-Act as gatekeeper in order to screen calls (local/international), make phone connections to appropriate staff members, take accurate messages as needed.
-Setup and coordinate meetings (Executive Committees, WW meetings) and conferences, as well as coordinate materials and supplies needed for meetings and presentations including power point presentations, in addition to catering and hospitality for meetings.
-Maintain and update client database.
-General duties: photocopying, faxing, mailing and filing.

Be able to provide support to other persons
-Assist other people, when necessary (New Business Director, Marketing Manager,…).

Office Management
-Act as lead EA in the office. Indirectly manage other junior level and senior level Executives Assistants.
-Recruitment of the Secretaries and Assistants of the agency with management of replacements during holidays, departures.

Events
-Coordinate sport events: Open de Golf “Saatchi & Saatchi Lovemark Gof Cup”, VI Nations Tournament, Rugby World Cup,…
-Coordinate client relations: sending gifts, handling special requests for event tickets (rugby games), planning of dinners, seminars for clients and internal staff.
-Coordination of special events such as the “60th Birthday of the State of Israël”.
-Organisation of two Publicis France conventions (200 and 850 people).
-Prepare inscriptions (Effie, Agency of the Year,…).

Network Coordination
-Constitution of data bases.
-Launch an internal Newsletter “Contagious Stuff” (around 1500 people receiving it), headings: Flash Back, Time Out, Business News, Show Reel. Coordination, editorial, second reading (http://www.contagious-stuff.com )
-Launch the Publicis WW website (http://publicis.com ).
-Launch the new Publicis WW guidelines.

New Business Development implication
-Organise New Business meetings.
-Develop new business tools (agency credentials, case studies, new business data basis, agency show reel).
-Page-setting of final strategic presentations.
-Prepare and send mailings to prospect, create and launch teasers.
-Prepare the monthly WW new business report.

Commercial implication
-Accounts: Petrole Hahn, Oil of Ulay and Head & Shoulders (Procter & Gamble), Hewlett-Packard, Procter & Gamble, Braun, I.C.I., Carlsberg, Weetabix, Avis, Parogencyl, Sorbitol,…

Financial
-Financial reports, invoicing, follow-up.


STRONG POINTS
-Calm under pressure, self-prioritization and sense of urgency.
-High energy work ethic, motivated, flexible.
-Sense of discretion.
-Organized and detail-oriented, strong organizational skills (data bases,…).
-Able to manage multitasks, initiate follow-up, and need little direction to accomplish tasks/objectives.
-Ability to anticipate short term and long term needs.
-Can easily blend into any environment.
-Great sense of creativity.
-Excellent use of technology (MS office applications: Word, Excel, PowerPoint, Lotus).


EDUCATION LEVEL
-Bachelor's degree, mention “assez bien”.
-Ecole Nationale de Commerce, BTS Executive Assistant (English, Spanish).


LANGUAGES
-English.
-Spanish.
-Portuguese.
-Italian (basic).