Executive Assistant

XML International; Milano; In loco; EUR 30.000 - 40.000; Tempo pieno

Descrizione del lavoro

Un'importante azienda nel settore della gestione degli investimenti cerca un Assistente professionale per supportare il team delle vendite. Il candidato ideale gestirà agende, organizzerà riunioni e eventi, e sarà responsabile della comunicazione con clienti e fornitori. Questa posizione richiede un'eccellente gestione del tempo, flessibilità e la capacità di costruire relazioni durature, sia a livello nazionale che internazionale.

Competenze

• Fluente in italiano e inglese.
• Precedente esperienza nella gestione delle spese e nella prenotazione di viaggi.
• Capacità di lavorare sotto pressione e gestire cambiamenti last-minute.

Mansioni

• Assistere il Country Head e gestire le agende.
• Organizzare riunioni interne ed esterne.
• Gestire relazioni con fornitori e clienti.

Conoscenze

Gestione del tempo

Relazioni interpersonali

Organizzazione

Flessibilità

Descrizione del lavoro

This role requires a professional Assistant to provide a fast and efficient service to the Investment Management Sales Team.

Secretarial / Administrative

• Assist the Country Head and manage diaries
• Organize agendas and arrange internal and external meetings and calls
• Proactively prevent diary clashes, find solutions, and workarounds
• Arrange meeting venues, dial-in numbers, video conference facilities, and catering
• Maintain exclusive control of the business schedule
• Manage events and marketing activities, including organizing visits, industry events, and client meetings; monitor budgets; liaise with legal and administrative departments; ensure costs are pre-approved and expenses are promptly processed
• Handle marketing materials and sponsorship agreements, maintaining client contact and ensuring contract approvals
• Manage invoices, working with suppliers, approval teams, and finance

Finance and Vendor Management

• Set up and amend vendors in the Accounts Payable system
• Coordinate travel arrangements, including flights, hotels, visas, and ground transportation, within policy
• Organize agendas and itineraries for travel
• Process expenses via systems like Concur, ensuring policy compliance

Office and Relationship Management

• Order office supplies and maintain CRM tools
• Interact with internal colleagues and external clients, building relationships domestically and internationally

Telephone and Support Tasks

• Answer and screen calls, take messages, and assist colleagues
• Support with printing, filing, business cards, presentation markup, and recruitment tasks

Absence Cover

• Provide phone support to other bank staff when needed
• Coordinate coverage during absences, ensuring handover notes are up-to-date

Person Specification

• Fluent in Italian and English
• Remain calm under pressure, handle last-minute changes
• Excellent time management, flexibility
• Build relationships internally and externally
• Team player, proactive, organized, discreet, and professional
• Experience with expense processing, travel booking, CRM systems, and finance preferred