Executive Assistant
EXECUTIVE ASSISTANT
YOOX NET-A-PORTER GROUP is the world leader in online luxury and fashion that comprises a complete luxury retail ecosystem.
To support the teams who are powering this ecosystem we have a global Corporate division consisting of departments including Legal, Finance, Human Resources, Security, Legal and Communications&Sustainability.
Our Corporate division are now seeking a talented Executive Assistant to join the HR team.
Some of the essentials for you to know are:
Location: Milan
Reporting into: Global HR Director
Here is a breakdown of what you'll be doing:
- Assisting Executive in their day-to-day activities for two Executive Committees;;
- Be responsible for calendar and diaries management, scheduling and rescheduling meetings and appointments, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings;
- Handle incoming and outgoing electronic/phone communications and all correspondence on behalf of the manager;
- Preparing and editing correspondence;
- Coordination of travel arrangements, itineraries and reservations working closely with the Travel team;
- Be responsible for the manager's travel expenses;
- Greet guests and ensure meeting rooms are set up;
- Full business administration;
- Preparation of reading materials, report packs, prepare powerpoint presentations, agendas, take minutes at meetings, ensuring that minutes are prepared and distributed.
Follow-up on actions from meetings, update contact database, liaise with relevant members of staff to ensure all information is correct.
These activities will be carried out in both English and Italian;
- Organize team events, lunches (sourcing venues, catering etc );
- Attend management meetings, with direct responsibility on agenda definition and meeting reports, and proactively manage team communication;
- Organize team offsite or other events, supporting with team building activities.
- Prioritize and manage multiple projects simultaneously, monitoring the progress of various projects and following through on issues in a timely manner;
The type of person we are looking for:
- Bachelor's degree in Modern Languages, Communication or Humanities;
- Must be fluent in both English and Italian;
- Proficiency with the Microsoft Office Suite (Outlook, PowerPoint, Word, Excel);
- Significant EA/PA experience at Director and/or Senior Manager level including experience of diary management and arranging travel and conference calls;
- Ability to communicate effectively written and verbal with a variety of constituent groups such as senior management, peers, and outside contacts;
- High levels of integrity and discretion;
- Excellent organizational skills, eye for details, efficiency, with a good dose of common sense and initiative;
- Proven ability to work efficiently and proactively;
- Ability at multi-tasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes;
- Confident to liaise with senior people both internally and externally.
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