Executive Assistant to CEO - Milano, Italia - Ramsey Portia

Descrizione

• Deliver proactive, highly efficient support to the Senior Executive
• Complex diary management, including the creation of daily international schedules across multiple time zones
• Management of the Senior Executive's mailbox
• Liaise with people at all levels including senior stakeholders when required. Must be able to communicate at a very senior level without hesitation
• Coordinate large internal and external group meetings in conjunction with other assistants and third parties, when required
• Take minutes as and when required
• Extremely detailoriented international travel planning and bookings
• Create detailed expense reports
• Processing expenses and other administrative tasks
• Booking and checking in flights and downloading/printing boarding passes
• Ensuring all travel details are noted on the calendar of the person travelling (time of flight, terminal, number of the ticket, seat number)
• Proactively manage all travel arrangements in advance and book all travel ahead of time
• Proactively check Covid travel restrictions and ensure that all travel bookings have the right tests scheduled
• Use zoom and set up video calls for internal and external meetings. Send invitations from zoom in outlook and start calls if required
• Keep track of calendars and prepare any documents ahead of meetings
• Frequent coordination with the Private PA
• Frequent coordination with the Senior Executive's driver
• Frequent coordination with the Senior Executive's Household Manager
• Manage private events in conjunction with the private PA and business events
• Prepare meeting agendas and materials
• Manage ad hoc personal tasks and duties

• Must be able to speak fluent Italian & English in a formal manner, both written and verbal
• Flexible approach, prioritising the needs of the team and the business
• Able to confidently deal with last minute changes
• Must be available to travel when required
• Requires flexibility and able to adapt to different time zones
• Excellent prioritisation and time management skills
• Excellent communication skills, both written and verbal
• You will have the ability to work in a complex and fast paced environment to achieve the best results
• Excellent team player
• Strong problemsolving skills, demonstrable ability to find creative solutions
• Calm under pressure
• Discreet
• Competent in MS Office
• Willingness to expand currentskills and to develop new ones
• Available to work in an office five days per week