EA / Office Manager

Joss Search; Roma; In loco; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A world-renowned private equity firm is seeking a high-calibre Executive Assistant & Office Manager for its Milan office. The role involves supporting a Co-Founder with executive tasks, managing an international schedule, and ensuring smooth office operations. Applicants should have 5–8 years of experience in similar roles and be bilingual in Italian and English. This is an excellent opportunity to grow in a prestigious environment offering a competitive salary and bonus package.

Servizi

Excellent base salary

Bonus package

Prestigious work environment

Dynamic team culture

Competenze

• 5–8 years of experience in Executive Assistant or Office Manager roles in a fast-paced environment.
• Proven ability to manage high-level support duties with discretion.
• Comfortable with ambiguity and fast-paced changes.

Mansioni

• Manage the Co‑Founder's international calendar and travel logistics.
• Prepare high-level documents and reports for stakeholder use.
• Oversee daily operations and service standards of the Milan office.

Conoscenze

Executive support

Bilingual fluency in Italian and English

Organisational skills

Interpersonal skills

Attention to detail

Descrizione del lavoro

About the Role

A unique and prestigious opportunity has arisen for a high‑calibre Executive Assistant & Office Manager to join the newly established Milan office of a world‑renowned private equity firm, supporting both a globally active Co‑Founder (UHNWI) and a local Principal.

The role requires an experienced, discreet, and solutions‑oriented individual who will act as the right‑hand person to the Co‑Founder — providing exceptional executive support, managing a demanding international schedule, and acting as a trusted representative in the Milan office. Additionally, the successful candidate will take full ownership of the smooth running of the Milan office, ensuring a polished and professional environment for both clients and the internal team.

Key Responsibilities

• Act as the primary support to the Co‑Founder & Head of the Milan office, managing a complex and frequently changing international calendar, including meetings, calls, and events across multiple time zones.
• Organise and coordinate extensive global travel, including flights, accommodation, itineraries, visas, and logistics.
• Prepare and edit high‑level documents, reports, and presentations for internal and external use.
• Monitor and respond to emails and messages on behalf of the Co‑Founder with a high degree of discretion and autonomy.
• Handle expenses, invoices, and reporting efficiently and accurately.
• Liaise professionally with global stakeholders, clients, investors, and senior executives, often acting as a gatekeeper and representative of the Co‑Founder in their absence.
• Provide occasional Private PA support, which may include reservations, personal errands, or property‑related logistics.

Office Management – Milan Office

• Oversee the daily operations of the Milan office, ensuring a high standard of organisation, presentation, and service.
• Manage relationships with all office vendors and suppliers (IT, cleaning, maintenance, etc.) to maintain a fully functional work environment.
• Stock and maintain the office kitchen and supplies, ensuring readiness for meetings and guests.
• Act as the first point of contact for visitors, providing a warm, polished, and professional welcome to high‑profile clients and VIP guests.
• Answer the office phone, manage deliveries, and coordinate any facility issues with the property management team.
• Support internal meeting and event coordination for the local team.
• Coordinate any office improvements, space planning, or facilities projects as the Milan office grows.

Requirements

• Minimum 5–8 years of experience in a similar Executive Assistant and / or Office Manager role, ideally within a Family office, private PA to an (UHWNI), financial services, private equity, or a fast‑paced international environment.
• Bilingual fluency in Italian and English is essential – both written and spoken.
• Proven ability to manage high‑level executive support duties with discretion, resilience, and a proactive mindset.
• Comfortable managing frequent changes, ambiguity, and the fast‑paced nature of senior leadership roles.
• Milan office based: Mon‑Friday 5 days a week in office.
• Strong organisational skills with exceptional attention to detail and time management.
• Professional, polished, and confident with excellent interpersonal and communication skills.
• Flexible and proactive, with a service‑oriented approach and the ability to handle occasional out‑of‑hours support when needed.

What’s Offered

• Excellent base salary + bonus and package
• The opportunity to work in a prestigious and international private equity environment.
• Close exposure to senior leadership and the inner workings of high‑level strategic decision‑making.
• A newly established, beautifully located office in central Milan.
• Dynamic and international team culture with long‑term growth potential.

If you’re ready to take the next step in your career and join a dynamic team, please apply we’d love to hear from you.