Executive assistant M/W

Contract Type Fixed-term contract for an initial period of 6 months, with the possibility of renewal and conversion into a permanent position based on organisational needs.

Main Tasks

• Provide high-quality and timely administrative support to the CEO.

• Maintain and coordinate an effective calendar and filing system, ensuring competing priorities are managed efficiently.

• Manage and record correspondence (emails and letters) received and distributed via SharePoint.

• Coordinate and support the CEO's scheduling and ongoing work with the Executive Team, providing administrative assistance as required.

• Assist in the planning of major organisational events, such as annual conferences.

• Coordinate relevant staff input for projects, programs, reports, correspondence, and other matters.

• Produce high-quality reports, summaries, and documentation for the CEO, the Board, and the Executive Team.

• Proactively respond to enquiries from Board members, stakeholders, staff, and external contacts with discretion, maturity, diplomacy, and sound judgment, ensuring an excellent level of service.

• Maintain a high level of awareness of matters entering and leaving the CEO's office to respond appropriately and exercise sound judgment.

• Develop a strong understanding of the organisation and senior management across key functions.

• Prepare agendas and minutes for internal and external meetings convened or attended by the CEO (or other agreed meetings).

• Organise all local and international travel for the CEO.

• Provide high-level administrative support to Executive Team members, as agreed with the CEO.

• Manage the CEO's expense documentation, including expense claims and credit card receipts.

Must have:

• Minimum of 8 years' experience as an Executive Assistant supporting senior management in a fast-paced environment.

• College or University degree preferred, or equivalent professional experience.

• Knowledge of the relevant industry.

• Fluency in English and Italian; knowledge of French or German is an advantage.

• Strong technical aptitude; proficiency in MS Office 365; proven experience creating executive-level presentations; experience with Teams, SharePoint, Power BI, and Salesforce is a plus.

• Advanced proficiency in Excel, including the creation and management of complex spreadsheets.

• Strong interest in emerging technologies, particularly artificial intelligence.

• Teleworking is limited to one day per week on a rotating basis.

Skills (Soft Skills)

• Excellent written and verbal communication skills.

• Exceptional attention to detail and adaptability.

• Solution-oriented mindset.

• Proactive approach and strong team spirit.

• High level of motivation and ability to work efficiently under pressure.

• Ability to operate effectively in an international and multicultural environment.

• Strong sense of ownership, excellent prioritisation skills, and a hands-on attitude.

• High standards of integrity and ethical behaviour.