Executive Assistant

Canadian Health Labs; Como; Remoto; EUR 40.000 - 60.000; Tempo pieno

Descrizione del lavoro

A leading healthcare management company is seeking an Executive Assistant and Special Projects Manager to support the CEO. This role demands advanced organizational skills, the ability to work flexible hours across multiple time zones, and discretion in managing confidential information. The successful candidate will handle administrative tasks, lead a team of personal assistants, and optimize office operations, contributing to the efficiency of executive functions within the company.

Competenze

• Experienced in time management and handling confidential information.
• Proficient in Microsoft Office Suite for administrative tasks.
• Demonstrated organizational skills in a fast-paced environment.

Mansioni

• Manage the CEO's schedule and correspondence.
• Handle medical records and family commitments.
• Organize travel arrangements and oversee support staff.

Conoscenze

Time Management

Microsoft Office Suite

Organizational Skills

Calendar Management

Administrative Experience

Personal Assistance

Vendor Management

Discretion

Descrizione del lavoro

Job Description : Executive Assistant and Special Projects Manager

About WHL / Company Profile

World Health Labs (Barbados) Inc is an international management solutions provider contracted to deliver healthcare services. The management company also operates in additional industries and is expanding into new sectors.

WHL Barbados seeks an ambitious EA familiar with unconventional hours in a high-paced environment. The CEO works 7 days a week, primarily across Central European Time and Eastern Standard Time, for six months annually. The CEO divides time between Italy (6 months), Miami (4 months), and Canada/others (2 months). The EA should align with the CEO's time zones and focus on minimizing the CEO's administrative workload, managing multiple PAs, and supporting personal matters.

Role Title

Executive Assistant and Special Projects Manager

Function

Corporate

Department

Executive Office

Type of Position

Full-time employment or Contract

Location

Virtual / Remote (flexible across time zones). Priority given to candidates in Milan Como area or Miami, or those willing to relocate to spend part of the year in Italy and Miami.

Role Summary

The successful candidate will manage multiple work streams requiring advanced organizational skills and high ownership. Support will be provided to the CEO, including managing a team of in-market PAs and property management.

Key Responsibilities include but are not limited to:

• Booking accommodations and sourcing real estate leases
• Managing support staff and support services in various markets
• Handling the CEO's medical records, family commitments, and important documents
• Organizing the CEO's schedule and correspondence
• Negotiating and managing financial records and invoices
• Hiring, training, and developing PAs
• Optimizing executive office operations

Reporting Structure

Reports to the International Finance Executive, Chief of Staff, and/or the CEO. The team structure may evolve.

Critical Accountabilities

• Coordinating temporary PA support and managing household staff during travel or family visits
• Attending meetings, producing reports, and recording minutes
• Scheduling all travel arrangements
• Managing personal and medical records across countries
• Managing personal correspondence, real estate, and vendor relationships
• Maintaining accurate databases and contacts
• Tracking expenses, receipts, and reimbursements
• Proactively anticipating the CEO's needs
• Ensuring confidentiality and discretion
• Sourcing and scheduling business development opportunities

PA Team Responsibilities:

• Wellness & Lifestyle Management: meal prep, nutrition, bike maintenance, gear organization, health record management, and supporting health appointments
• Personal & Transportation Support: errands, shopping, deliveries, and travel logistics
• Guest Management & Hospitality: preparing guest accommodations, greeting guests, coordinating itineraries
• Schedule & Logistics: calendar management, appointment scheduling, conflict resolution
• Household & Vendor Management: maintenance, supplies, project tracking, property sourcing

Key Skills

Time Management, Microsoft Office Suite, Organizational Skills, Calendar Management, Administrative Experience, Personal Assistance, Vendor Management, Discretion

Employment Type : Full Time

Experience : [Specify years]

Vacancy : 1