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.