Manager of Office Administration and Executive PA
13 ore fa
A unique and prestigious opportunity has arisen for a high-calibre Executive Assistant & Office Manager to join the newly established Milan office of a world-renowned private equity firm, supporting both a globally active Co-Founder (UHNWI) and a local Principal.”
The role requires an experienced, discreet, and solutions-oriented individual who will act as the right-hand person to the Co-Founder — providing exceptional executive support, managing a demanding international schedule, and acting as a trusted representative in the Milan office. Additionally, the successful candidate will take full ownership of the smooth running of the Milan office, ensuring a polished and professional environment for both clients and the internal team.
Executive Assistant to the Co-Founder (UHWNI) & Head of Milan:
Act as the primary support to the Co-Founder & Head of the Milan office, managing a complex and frequently changing international calendar, including meetings, calls, and events across multiple time zones.
Organise and coordinate extensive global travel, including flights, accommodation, itineraries, visas, and logistics.
Monitor and respond to emails and messages on behalf of the Co-Founder with a high degree of discretion and autonomy.
Handle expenses, invoices, and reporting efficiently and accurately.
Liaise professionally with global stakeholders, clients, investors, and senior executives, often acting as a gatekeeper and representative of the Co-Founder in their absence.
Provide occasional Private PA support, which may include reservations, personal errands, or property-related logistics.
Office Management – Milan Office:
Oversee the daily operations of the Milan office, ensuring a high standard of organisation, presentation, and service.
Manage relationships with all office vendors and suppliers (IT, cleaning, maintenance, etc.) Stock and maintain the office kitchen and supplies, ensuring readiness for meetings and guests.
Act as the first point of contact for visitors, providing a warm, polished, and professional welcome to high-profile clients and VIP guests.
Answer the office phone, manage deliveries, and coordinate any facility issues with the property management team.
Coordinate any office improvements, space planning, or facilities projects as the Milan office grows.
Minimum 5–8 years of experience in a similar Executive Assistant and/or Office Manager role, ideally within a Family office, private PA to an (UHWNI), financial services, private equity, or a fast-paced international environment.
Bilingual fluency in Italian and English is essential – both written and spoken.
Proven ability to manage high-level executive support duties with discretion, resilience, and a proactive mindset.
Comfortable managing frequent changes, ambiguity, and the fast-paced nature of senior leadership roles.
Milan office based: Mon-Friday 5 days a week in office.
Strong organisational skills with exceptional attention to detail and time management.
Professional, polished, and confident with excellent interpersonal and communication skills.
Flexible and proactive, with a service-oriented approach and the ability to handle occasional out-of-hours support when needed.
The opportunity to work in a prestigious and international private equity environment .
Close exposure to senior leadership and the inner workings of high-level strategic decision-making.
A newly established, beautifully located office in central Milan .
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