Executive Assistant Milano

Executive Assistant
Milano
Lombardia, Milano

JOB DESCRIPTION

**This role requires a professional Assistant to provide a fast and efficient service to the Investment Management Sales Team

- Officer level (Managing Director/Executive Director/Vice President/Analyst)

**Secretarial/ Administrative

- Assistant to the Country Head and Diary management

- Organize agenda and arrange internal and external meetings and calls

- Pro-actively ensure diaries do not have clashes and use initiative to find resolutions and workarounds

- Arrange all meeting venues (e. g.

internal rooms, restaurants), dial-in numbers for conference calls, video conferences facilities, catering

- Exclusive control of business schedule

- Event Management and Administration

- Responsible for marketing activities and events; tailor made events for retail/institutional clients; industry events (ANASF, Assogestioni); organizing visits to headquarters in London/New York; organizing fund managers' visits (agenda, presentations, materials); budget definition and monitoring for all marketing activities and events (in coordination with the sales team); administrative activities related to marketing and events, liaising with legal and administration department; ensuring event costs are pre-approved by Management and in Firmwide ENC system and event is closed out and expensed promptly

- Responsible for all marketing materials (such as brochure, gadget) to be printed and shipped when required

- Responsible for co

- sponsorship agreements: maintain contact with the clients and ensure all

contracts get approved by L&C and signed by both sides

- Manage all invoices directed to MSIM, working side by side with the suppliers, the approval team and

Finance Department

- Set-up new vendor or make amendments to an existing vendor in the Accounts Payable system

- Travel & Expenses:

- Proactively book and co-ordinate all travel including flights, hotels, visas and ground transportation within the Firmwide Expense Policy

- Ensure relevant agendas and itineraries are organized in advance

- Process monthly expenses (American Express card, out-of-pocket expenses, invoices) in a timely manner, using Firm systems such as Concur

- Ensure expenses are processed quickly and efficiently and are within policy

- Proactively ensure expenses flow through internal checking system

- Office Management:

- Ordering office supplies for the team when supplies run low

- Maintain in-house Client Relationship Management (CRM) tool

- Extensive verbal and written interaction with internal colleagues and external clients ensuring the building and maintenance of relationships, both domestically and internationally, within the team and across other business units

- Telephone work:

- Extensive answering and screening of managers' calls when absent or busy

- Taking detailed messages and dealing with them in a timely manner

- Building a relationship with regular callers

- Helping when possible with calls when colleagues are away from their desks

- Any other ad hoc tasks or projects, such as printing, filing, ordering business cards, presentation mark-ups, assisting with recruiting processes

**Absence Cover

- Provide phone cover and support to Bankers outside of designated team when other members of the buddy group are out of the office

- Work with buddy group to ensure consistent Assistant coverage during lunch breaks, holidays and sickness absence

- Ensure handover notes are kept up-to-date for ease of coverage

**PERSON SPECIFICATION

- Fluent Italian and English

- Ability to remain calm under pressure and deal with last-minute changes effectively and efficiently

- Excellent time/priority management skills, flexibility

- Ability to develop relationships with internal and external counterparts

- Strong team player/buddy to other assistants in team

- Articulate, effective communicator

- Proactive 'can do' approach, ability to use own initiative and judgment

- Ownership of all tasks, following up outstanding items without the need for chasing

- Highly organized, capable of multi-tasking to meet deadlines

- Attention to detail

- Discreet, professional manner - maintain confidentiality on all aspects of workload

- Experience processing expenses online (e. g.

on Concur)

- Experience booking travel via an online booking tool

- Experience working with Client Relationship Management systems (CRM)

- Experience working in Finance preferred