Executive Assistant / Chief of Staff / Special Projects Manager

Canadian Health Labs; Milano; Ibrido; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A global healthcare management firm is seeking an experienced Executive Assistant/Chief of Staff to support the CEO. The role demands excellent organizational and communication skills, requires extensive travel between Italy and Miami, and involves managing complex schedules alongside various administrative tasks. The ideal candidate will excel in a high-paced environment and possess a relevant degree. Competitive compensation offered.

Servizi

Flexible working hours

Opportunity for travel

Competitive salary

Competenze

• Ability to manage multiple priorities effectively under pressure.
• Experience in a fast-paced, high-demand environment.
• Proficient in managing travel and complex schedules.

Mansioni

• Support the CEO's travel, scheduling, and administrative needs.
• Manage communications and document action items from meetings.
• Provide oversight for department financial records.

Conoscenze

Organizational skills

Communication skills

Problem-solving

Formazione

Relevant degree or certification

Descrizione del lavoro

Job Description: Executive Assistant / Chief of Staff / Special Projects Manager

About WHL / Company Profile

World Health Labs (Barbados) Inc is an innovative management company with operating companies in a variety of industries including healthcare.

WHL Barbados is looking for an ambitious EA/Chief of Staff/Special Projects Manager who is accustomed to unconventional work hours in a high-paced environment. The CEO works 7 days per week - typically across each of Central European Time and Eastern Standard Time for six months per year.

The CEO is quite demanding, expects the EA to match his timezone as much as possible and focus on reducing the amount of time the CEO must spend working on or thinking about administrative tasks. This role is for an EA who is at the peak of their powers.

Role Details

Role Title: Executive Assistant/Chief of Staff/Special Projects Manager

Function: Corporate

Department: Executive Office

Type of Position: Full time

Location: The CEO would prefer to find an EA who travels with him to Como for 6 months and Miami for 4 months per year.

• Candidates who are willing to relocate throughout the year and spend 6 months of the year in Italy and 4 months of the year in Miami while the Principal is in-market may be prioritized.

Role Summary

In this challenging role, the Executive Assistant/Chief of Staff/ Special Projects Manager will administer and manage many simultaneous work streams that require advanced organisational skills and a high level of job ownership and creativity.

Support for the CEO’s demanding schedule will require unique requests and work across multiple time zones, depending on travel (Europe, US and Canada), requiring non-traditional working hours.

Only Candidates who are willing to travel 11 months of the year will be considered for this role

Roles and Responsibilities

• EA functions:
  • Travel
  • Calendar
  • Short and long term accommodations
  • Screen requests of the CEO
  • Note taking at important meetings
  • Family Birthday reminders
  • Non-work (example health) appointment managing
  • Residency Management
  • Managing the CEOs medical records, days in each country, family commitments and other important documents
  • Electronic and physical filing and records management
  • Liasing with PA(s) to ensure projects get executed; appropriate documents are sent to you. Potential management of PAs
  • Budgeting / oversight of department financial records
  • Following the CEOs email to understand the CEO’s evolving schedule without the CEO updating you
• Other functions:
  • Filling in for PA roles from time to time which may include cleaning, cooking, etc
  • Building systems and processes so the department functions more favourably
  • Increasing revenue in AirBnBs and other rental properties. Property management
  • Planning, managing, oversight, potential execution of complex family trips with guests arriving from multiple countries
  • Managing insurance claims
  • Complex healthcare management including research on supplements, peptides, etc
  • Add structure and organization to unstructured / unorganized projects
  • Create scalable manuals and documentation
  • Must have experience managing others
  • Researching new topics and navigating bureaucracy in areas where you haven’t worked before
  • Hiring / Firing
  • Training
• Constant improvement and optimization: always looking for new ways to make the Executive Office work.

Reporting Structure

This role will report to the CEO. This role will be working as part of a developing team which may evolve.

Critical Accountabilities

• Experience thriving in both virtual and physical settings
• Experience extrapolating significant amounts of records / information and presenting them to the CEO in writing and verbally so that he can understand this information and make decisions in and as short amount of time as possible.
• Consistently communicating with the CEO in an organized, concise fashion so that priorities are managed.
• Coordinating and sourcing temporary PA support when the CEO is travelling and / or nannies when family is visiting.
• Attendance during business meetings, note taking and both documenting and following up on action items. Accurately record, update and distribute Meeting Minutes
• Schedule all travel (flights (including shipping the bike/Hotel/Drivers) for the CEO. This includes financial analysis, rewards management and making predictions / taking action without direct instruction from the CEO based on following the CEO’s email.
• Managing personal medical records for the CEO in various International locations
• Managing personal correspondence and real estate for the CEO
• Update and Maintain internal database and contacts to ensure accuracy
• Extensive vendor sourcing / management and tracking of invoices
• Proactive anticipation of CEO’s needs
• Track and Maintain various forms and receipts
• Track and submit expenses for reimbursement and manage evolving policies for PA expense submission
• Daily updating of Executive Office Processes, Policies, Key Contacts, etc
• Keeping important information and documents organised electronically
• Maintaining a high degree of discretion and confidentiality
• Performs miscellaneous job-related duties as assigned
• Potentially sourcing and scheduling business development opportunities
• Managing the PA team.

PA Team’s Key Responsibilities

• Wellness & Lifestyle Management:
  • Meal Preparation & Nutrition
  • Maintain a clean and organized kitchen, ensuring all ingredients and supplies are stocked and groceries available.
  • Bike Maintenance & Gear Prep
• Longevity Management:
  • Health record management
  • Other health support
• Personal & Transportation Support:
  • Provide personal transportation for errands, appointments, and small weekend trips.
  • Grocery and personal shopping, ensuring all purchases align with preferences and needs.
  • Track and receive deliveries and online purchases, ensuring all packages arrive as expected.
  • Run miscellaneous personal errands efficiently and proactively.
• Guest Management & Hospitality:
  • Prepare the home for guest visits, ensuring a clean, welcoming, and organized environment.