Assistant To Managing Director - Milan Milano

Assistant To Managing Director - Milan
Milano
Lombardia, Milano

The Administrative Assistant provides administrative and project support to the Managing Director Southern Europe.

This includes calendar management, travel planning, preparation of reports, correspondence, and presentation decks; and other administration activities to effectively support the successful performance of the executive and their respective teams.

The Assistant leads and/or collaborates in the budget management process for the different departments.

Administrative Management

- Determine and assign scheduling priorities based upon an elevated understanding of business context to make informed decisions regarding MD availability, monitor and control time and location

- Maintain MD's calendars up to date and schedules appointments, meetings, and other engagements

- Arranges sophisticated and detailed travel plans and itineraries.

- Processes travel and departmental expenses through Concur

- Conserves time by reading, researching, and routing correspondence.

Initiates routine and non-routine correspondence with mínimal directions.

Event/Meeting Management

- Responsible for recurring meetings including direct report 1:1s and Leadership team meetings; provide direction to Facilities and IS&T teams to ensure meeting locations (including access control), all equipment and technology needs are met based on a variety of different meeting settings and expectations

- Source, identify and manage preferred vendors based upon profitability expectations.

Coordinate dining/catering as applicable for MD.

- Lead the coordination of any onsite or offsite meetings hosted by MD.

Communication & Partenariats

- In partnership with MD and key business stakeholders, oversee and execute the creation of reports, PowerPoint decks, and presentations including business updates and internal team communications

- Lead the preparation of meeting agendas in close partnership with the MD and herrespective teams.

- Collaborate with other internal and external stakeholders on cross functional projects and deadlines.

- Other ad hoc projects that fit the needs of the business.

**Profile**:

- 3+ years of business and project management experience with a focus on supporting high level executives in heavily matrixed environments

- Fluent in Italian and English, a third language will be considered as a plus

- Ability to work with different software's : Zoom, Excel, PPT and Office 365

- Excellent communication and interpersonal skills

- Extremely organized and detail oriented.

Ability to handle several tasks concurrently with ease

- Availability and flexibility to adjust to schedule changes in the context of a global organization operating in multiple time zones (domestic and international)

- Experience planning all aspects of complex national and international business trips

- Strong analytical, problem-solving and teamwork skills

- Ability to manage sensitive and highly confidential information and matters in a trusted and responsible manner

- Excellent written (structure, speed and accuracy), verbal, and interpersonal communication skills

- Ability to meet deadlines and in high-pressure situations.

- Experience working within a fast-paced environment

- Sensitive towards people, information, and property safety and security

LI-SM1