Senior Executive Assistant
Tailor&Fox – your HR Business Partner - for an International Investment Company, is searching for the following professional profile:
SENIOR EXECUTIVE ASSISTANT
Who provides full, proactive Personal Assistance and Office / Administrative Support.
Tasks and responsibilities:
- Diary management and coordination of meetings and calls over several time zones, ever-changing diaries.
- Travel arrangements worldwide, visa requirements and schedules, book transport, accommodation and restaurants.
- Mail management – read incoming emails and pass on messages and information in a timely manner, compose emails and draft correspondence.
- Global Client liaison – act as point of contact for Chairman, liaising with high-profile members of the business world.
- Handling of confidential information, prepare documents for meetings and detailed travel packs.
- Personal administration in liaison with the Family Officer based in Europe: personal banking, bank statements, credit card reconciliation, making payments, processing and handling insurance claims, maintaining tax records, liaising with advisers, accountants.
For the office
- Records, forms and facilities management including IT.
- Maintaining condition of the office and arrange for necessary repairs.
- Organising office and maintain supplies of stationery and equipment.
- Sourcing suppliers and negotiating contracts.
- Post – sort, distribute incoming post and organise outgoing post and couriers.
- Preparation of expense claims, bank transfers, and credit card reconciliations.
- Process purchase invoices – collate data into invoice spreadsheet and make payments.
- Preparation of Client invoices according to contracts and agreements.
- Maintain health and safety policies, fire safety procedures and ensure they are observed.
Requirements:
- Languages: fluent knowledge of Italian, English and French
- Experience of at least 20 years in the role of Executive Assistant & Office Manager.
- Ability to handle a wide range of administrative and executive support duties.
- Proficiency in MS Office and Outlook.
- Professionalism, confidentiality and interpersonal skills are mandatory.
Place of work: Milan centre.
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