Executive Assistant

About the job

Executive Assistant

Job Description

We are looking for a talented and highly efficient Executive Assistant to assist one of our senior executive in his daily activities. This essential role helps to ensure that the needs of the senior executive and his perimeter at large are met and that all necessary activities and interactions are taken care of and completed with the required confidentiality.

Main responsibilities

End-to-end organization and prioritization of an executive member’s agenda, balancing executive member’s presence and time, for the needs deriving from different roles and tasks (institutional role as executive member, as well as for mandates in other entities’ governance bodies, Steering Committees, etc)

Prioritize and categorize meeting requests based on the inputs provided by the executive member and in alignment with the executive member's Office Manager

Keep regular update of the meeting log (update and enter information into the database)

Ensure availability of supporting documents and background material for the meetings (upload in the dedicated corporate tool or, if requested, prepare handouts)

Keep track of deadlines and ensure adequate preparation time for important presentations, meetings, projects, travel and upcoming business initiatives

Set up and manage paper or electronic filings systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material

Contribute to monitor deadlines, in cooperation with the executive member Office Manager

Arrange bookings and business travels, for the executive member (including close follow-up for transfers, check-in and all relevant arrangements)

Process expenses for the executive member

Review the internal absences and travel authorization system (as executive member delegate in the corporate tool)

Handle/check daily incoming mail to the attention of the executive member: opening, screening and right forwarding to the relevant units/responsible person or gathering relevant inputs to ensure timely responses and internal information flow

Skills and experience

Minimum of 7 years of working experience as an Executive Assistant reporting directly to senior management

Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities

Exceptional interpersonal skills, time management, strong communication and active listening skills, flexibility

Friendly and professional demeanour

Collaboration and team spirit

Languages: English must have, Italian & French and/or German would constitute a distinctive advantage

Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software