Executive AssistantChief of StaffSpecial Projects Manager

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

Descrizione del lavoro

A leading healthcare management company is seeking a full-time Executive Assistant/Chief of Staff to support the CEO across multiple time zones and locations. This role focuses on managing travel, scheduling, and administrative duties while ensuring discretion and efficiency. The ideal candidate should have strong management skills and experience in anticipating the CEO's needs. Willingness to relocate is essential as the position requires six months in Italy and four months in Miami.

Competenze

• Experience managing others, hiring/firing, and training.
• Research and navigate bureaucracy in areas with no prior experience.
• Proactive anticipation of CEO needs and vendor management.

Mansioni

• Schedule all travel including flights and accommodations.
• Manage CEO schedule across multiple time zones.
• Oversee department financial records and invoice tracking.

Conoscenze

Managing others

Vendor sourcing

Discretion and confidentiality

Logistics Transportation

Administration and Secretarial

Descrizione del lavoro

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

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. The successful candidate will provide a full scope of support to the CEO, managing a minimum of one personal assistant (PA) and focusing on executive matters while reducing the time the CEO must spend on administrative activities.

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 across Central European Time and Eastern Standard Time for six months per year. The CEO spends time between Italy (6 months per year), Miami (4 months per year) and Canada/other (2 months per year). The EA must match timezone and focus on reducing CEO administrative burden.

Role Details

• Corporate Executive Office Full‑time

Location

CEO prefers EA to travel with him to Como for 6 months and Miami for 4 months per year. Candidates may leave in Miami year‑round or in Como, Italy year‑round. The role prioritizes candidates willing to relocate and spend 6 months in Italy and 4 months in Miami while the principal is in-market.

Role Summary

In this challenging role the EA will administer and manage many simultaneous work streams. The successful candidate will provide a full scope of support to the CEO, managing a team of in‑market PAs and managing property and personal affairs. The EA will manage the chaos, reduce admin time, and add structure.

Key Responsibilities

• Travel: schedule all travel including flights, shipping, hotels, drivers and financial analysis.
• Calendar: manage CEO schedule across multiple time zones (Europe, US, Canada) requiring non‑traditional hours.
• Accommodations: short and long‑term arrangements, screen requests, note taking, and family travel reminders.
• Residency Management: manage medical records, days in each country, family commitments and documents.
• Electronic and physical filing: liasing with PA(s) to ensure projects get executed with appropriate documents.
• Budgeting/oversight: oversee department financial records and invoice tracking.
• Executive Support: fill in for PA roles from time to time, including cleaning, cooking, and property management.
• Property Management: increase revenue in Airbnb and other rental properties, manage insurance claims, and complex healthcare management including supplements and peptides.
• Planning: plan and oversee complex family trips with guests from multiple countries.
• Process: build systems and processes so the department functions more favorably and add scalable manuals and documentation.

Qualifications & Experience

• Experience managing others, hiring/firing, and training.
• Research and navigate bureaucracy in areas with no prior experience.
• Experience thriving in both virtual and physical settings, extrapolating significant amounts of records and presenting to the CEO.
• Proactive anticipation of CEO needs and proactive vendor sourcing/management.
• Maintaining a high degree of discretion and confidentiality.

Reporting Structure

The EA will report directly to the CEO and work as part of a developing team that may evolve.

Key Skills

Fire Alarm Installation, Bus Driving, Logistics Transportation, Jboss, Entry Level Finance, Administration and Secretarial

Employment Type

Full Time

Vacancy

1