Bilingual Office Manager/Executive Assistant

Private Equity, Milan

Our client, a Private Equity investment firm, is currently looking for an Office Manager/Executive Assistant to support their well-established Italian team, based in Milan. 

Responsibilities include: 

Office & Facilities Management

  • Complete management and administration of the workplace, ensuring the smooth running of the office, acting as the key point of contact between Milan and other European offices
  • Act as the “go to” person for administrative needs in the Milan office
  • Liaise with providers/suppliers, renegotiate agreements, establish relationships and follow up (landlord, security, health and safety, catering, insurance, stationary, cleaning, building maintenance)
  • Establish local policy & procedure according to global guidelines, ensuring all objectives are actioned in accordance with local compliance (health & safety, risk assessments)
  • Liaise with global IT department to ensure all local IT needs are met (equipment, software implementation, repair)

Compliance, Safety & Security

  • Company policy: implementing company policy on a local level as outlined by other European offices 
  • Ensure that local office is compliant in data protection law 
  • Designated person for any emergency situation and local crisis 
  • Occupational Risk Prevention – responsible for mandatory training programs

Executive Assistant for the Managing Partner and Investment Team

  • Complex agenda management: scheduling and rescheduling meetings, teleconferences, and videoconferences across global time zones & geographies
  • Organising point-to-point international travel arrangements (flights, car transfers, visas, passports, apartments, hotels)
  • Organising materials for meetings (videoconference, meeting rooms, presentations)

Candidates must be bilingual in English/Italian (Spanish a plus), ideally have completed secretarial studies/have University Degree. Candidates must also have at least 3/4 years’ experience working as an Office Manager, ideally in a top tier Private Equity or Investment Banking firm. A solid grasp of standard Tech and applications (Office, Mac, Google Workspace, Zoom, Slack, CRM software etc.) is required. 

The ideal candidate will be responsible, independent and assertive. They will be able to manage various responsibilities simultaneously and know how to prioritise accordingly. 

This role is office based. 

Location – Milan
Salary – Dependent on experience of candidate + discretionary bonus
Timetable – Full time, flexibility required
Incorporation – ASAP
Contract: Permanent, subject to trial period

If you would like to apply for this role, please send a one-page copy of your English CV to quoting Reference 686.