Executive Assistant

Mission

As an Executive Assistant you will play a vital role in managing the executive's schedule, coordinating meetings, and ensuring smooth day-to-day operations. This position requires a proactive individual with exceptional organizational skills and the ability to handle sensitive information with utmost discretion.  #LI-VB1

Key Accountabilities

Key Accountabilities:

• Calendar Management:
  - Maintain and manage the CEO or EVP or Chief of Function complex and dynamic calendar.
  - Schedule and confirm meetings, appointments, and events.
  - Coordinate and prioritize the CEO or EVP or Chief of Function daily activities to ensure efficient use of time.
• Meeting Coordination:
  - Organize and prepare materials for meetings, including agendas, presentations, and reports.
  - Take minutes during meetings and distribute them to relevant stakeholders.
  - Ensure all technological needs for meetings (e.g., video conferencing) are met.
• Communication Management:
  - Serve as the primary point of contact between the CEO or EVP or Chief of Function and internal/external stakeholders.
  - Screen and direct phone calls, emails, and correspondence.
  - Draft, review, and send communications on behalf of the CEO or EVP or Chief of Function.
• Travel Arrangements:
  - Plan and book domestic and international travel arrangements.
  - Prepare detailed itineraries and handle any changes or issues that arise during travel.
• Document Management:
  - Maintain and organize the CEO or EVP or Chief of Function files, documents, and records.
  - Handle confidential information with utmost discretion.
• Administrative Support:
  - Perform general administrative tasks such as expense reporting, supply ordering, and office organization.
  - Assist with special projects and research as needed.
• Relationship Management:
  - Build and maintain positive relationships with internal staff and external partners.
  - Represent the CEO or EVP or Chief of Function in a professional manner at all times.

Education

Qualifications

Qualifications:

• Minimum of 3 years of experience in a similar role
• Proficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization, demonstrating your ability to juggle multiple responsibilities effectively
• Proven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organization
• Flexibility is key to adapting to changing priorities and addressing urgent matters with efficiency
• Strong organizational skills
• Fluency in Italian and a good command of English are mandatory to effectively communicate and engage with a diverse range of stakeholders across the organization

Competencies