personal assistant Milano

For a prestigious advertising company in Milan, Grafton is looking for a:

CEO PERSONAL ASSISTANT

You'll play a critical role in ensuring everything runs smoothly in a fast-moving and ambitious environment.

This PA will keep things organized, efficient, and on track, and have the perfect blend of attention to detail, flexibility, and a positive attitude.

• You’ll be managing an ever-changing diary, coordinating high-priority meetings with senior clients and stakeholders, and supporting the Manager/Global CEO with both day-to-day tasks and event-based projects.
• You will support with booking intricate travel arrangements and logistical needs, assist in coordinating meetings, events and off-sites and ad hoc admin activities.
• Ideally, you would have some exposure to supporting at Executive level within a complex, matrix organization – though this is not a deal breaker if you have the right skills and attitude.
• The purpose of the Personal&Executive Assistant is to provide administrative, organizational and operational support, driving operational efficiency and the effectiveness of strategic priorities.
• This is a dynamic role, requiring this person to have strong organizational skills, a proactive and collaborative attitude, and the aptitude to adapt in a fast-paced environment. This role requires a high level of discretion and self-management, excellent communication abilities, strong attention to detail, and a knack for collaborating with the broader agency, clients, and stakeholders.
• A key part of this role is to be a real self-starter, proactive, someone enthusiastic who can work alone but also part of a fun & social wider team.

Responsibilities

• Support the principal and his wife in all aspects of their life
• Assist with high-priority projects and strategic initiatives (such as leadership offsites and client events), ensuring timely completion and adherence to company standards and CEO expectations
• General support – track and submit expense claims, leave applications, timesheets and other items as necessary
• Meeting coordination – organize and coordinate executive meetings and agency-wide meetings, including meeting room bookings, agenda preparation, and follow-up on action items, ensuring that the CEO is briefed and well-prepared for all engagements
• Manage and coordinate meetings with internal teams and clients including: scheduling, booking conference rooms, ordering food.
• Schedule and coordinate external client meetings as needed
• Serve as a warm and professional liaison to high-profile global contacts
• Manage special projects that might be assigned directly due to their sensitive aspects or priority importance decided by the CEO

Qualification

• Minimum of 8+ years of experience supporting high-level executives in a fast-paced environment supporting multiple individuals. Experience in the fashion, luxury, events and advertising sectors is welcome
• Proactive mindset
• A team player, someone who is keen to get involved and knows that there is no task too big or too small to accomplish
• Strong problem-solving skills and the ability to anticipate and resolve issues before they come up
• Ability to multitask and prioritize conflicting demands while staying organized
• Strong interpersonal, verbal and written communication skills
• Professional and calm under pressure
• Ability to thrive in a fast paced and demanding environment – addressing every task with a sense of urgency
• Excellent levels of attention to detail, communication and organisational skills
• Fluent in english

Offer

Permanent contract. Place of work : Milan

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Grafton è il brand globale che si occupa di Professional Recruitment di Gi Group Holding, la prima multinazionale italiana del lavoro e una tra le principali realtà che offrono servizi e consulenza HR a livello globale. I candidati ambosessi (D.lgs. n. 198/2006), sono invitati a leggere l’informativa privacy ai sensi degli artt. 13 e 14 del Reg. EU 679/2016 al seguente indirizzo: https://it.grafton