The Executive Assistant supports the administrative needs of select Managing Director - Southern Europe. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.
Key Accountabilities
Calendar Management:
Proactively manage daily calendars and resolve scheduling conflicts
Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules
Travel Coordination:
Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
Create travel itineraries
Prepare accurate expense reports through Concur
Communication:
Communicate and liaise with the team to properly inform calendar and project management
Create and compile detailed PowerPoint presentations for Senior management and general meetings
General Administration:
Assist in the logistical preparation for meetings including reserving conference rooms, ordering meals,
liaising with IT, etc.
Assist in the organization of files
Process invoices through accounts payable / expense
Support ad hoc project requests
Distribute mail and coordinate shipping with the mailroom
Qualifications
5+ years of previous administrative assistant with at least 2 years' experience supporting a President/CEO
Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
Must be discrete due to exposure of highly confidential client information
Ability to multitask and prioritize workload
Must have excellent organizational skills
Strong communication skills
Ability to work independently
Former retail environment experience is preferred
Fluent in Italian and English, a third language is considered a valuable plus
For new joiners for this role in Italy, the annual gross salary associated with this position starts from 38.000€. This is only the initial annual gross sa
📌 Executive Assistant to Managing Director (Milano)
🏢 Altro
📍 Milano
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