Executive Assistant

The Executive Assistant serves as the right hand to our General Manager, providing high-level administrative, organizational, and strategic support. This role ensures the smooth running of daily operations, anticipates needs, and acts as a critical liaison between the Executive Office and internal/external stakeholders while upholding the highest standards of confidentiality and professionalism.

Key Responsibilities

**Calendar & Inbox Management**
- Screen, prioritize, and route correspondence to optimize the General Manager’s time.

**Liaison & Communication**
- Serve as the primary interface between the Executive Office and all departments, the secretarial pool, and other division leaders.
- Facilitate the smooth flow of information and follow-ups across the organization.

**Issue Resolution**
- Handle inquiries and resolve problems within delegated authority, relieving routine burden from the Director.
- Anticipation & Oversight Proactively monitor organizational needs (incidents, questions, resource gaps) and act before issues escalate.
- Documentation & Confidential Filing Draft, edit, and format presentations, meeting minutes, and other documents; manage secure filing and archiving.
- Reception & Visitor Management Receive and attend to calls and visitors, ensuring a professional and hospitable experience.
- Event Planning Plan and execute internal/external events, from concept to follow-up (venues, vendors, budgets, logistics).
- Travel Coordination Book domestic/international travel for executives and employees via the corporate agency, balancing service quality, policy compliance, and cost control.
- Expense & Contract Administration Track budgets, reconcile expenses, follow up on invoices, manage vendor contracts, and circulate documents for signature.
- Reporting Compile regular status updates and ad-hoc reports on departmental KPIs, project milestones, and budget performance.
- Emergency Response Act decisively in emergencies, adhering to company prevention and response protocols.

**Required QualificationsCategoryRequirements**

**Education**
- Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent work experience).

**Experience**
- 5+ years supporting C-suite or senior executives, ideally in a multinational environment.
- Proven success managing complex calendars, travel, and confidential information

**Technical Skills**
- Advanced proficiency in **Microsoft Power Point** (storyboarding, formatting, visual polish) and **Excel** (pivot tables, look-ups, basic data analysis).
- Full Microsoft 365 suite; familiarity with virtual-meeting platforms (Teams, Zoom, etc.).

**Language**
- Native-level Italian and fluent English required; additional languages as Spanish are highly valued.

**Core Competencies Exceptional organization & prioritization**
- Discretion and trustworthiness
- Strong written & verbal communication
- Proactive problem-solving & resourcefulness
- Budget awareness & cost control
- Teamwork and interpersonal finesseWorking Conditions & Other Details
- Schedule**:Full-time, ability to handle after-hours or weekend requests when urgent.**

Tipo de puesto: Tiempo completo, Temporal
Duración del contrato: 12 meses

Sueldo: €25.000,00 - €27.000,00 al año

Pregunta(s) de postulación:

- What is your english level?
- Briefly, explain your experience in a similar role in the past?
- Please, include your salary expectations

Fecha de inicio prevista: 23/06/2025