Executive office assistant

Zoetis Spain SL; Roma; In loco; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A leading life sciences company in Rome is seeking an Executive Assistant to provide support to the CEO and Top Management. This role involves managing the CEO’s calendar, arranging business travel, preparing strategic documents, and facilitating communication. The ideal candidate will have at least one year of experience in a similar role and be fluent in English. A fixed-term contract and competitive benefits offer a dynamic atmosphere in an international environment.

Servizi

Fixed term contract of 1 year

Discount on products

Dynamic atmosphere in an international environment

Opportunity to influence and become a decision maker

Competitive Smart Working Policy

Competenze

• At least 1 year of experience in the role.
• Must have excellent organizational and problem-solving skills.

Mansioni

• Proactive management of the CEO’s calendar, scheduling meetings and calls.
• Manage travel arrangements and itineraries according to the internal travel policy.
• Support preparation of high-quality presentations and materials for strategic meetings.
• Assist in preparing high-level meetings with strategic stakeholders.

Conoscenze

Fluency in English (written and spoken)

Excellent knowledge of MS Office and digital tools

Strong organizational skills

Problem-solving skills

Team player

Descrizione del lavoro

Scope of the role

The Executive Assistant provides support to CEO and Top Management (Ex Co team), ensuring efficiency, organization, and confidentiality. This role is responsible for managing agenda, business travels, preparing strategic documents and meetings, and facilitating internal and external communication.

Main responsibilities

Supporting CEO

• Proactive and organized management of the CEO’s calendar, efficiently scheduling meetings and calls;
• Manage travel arrangements and itineraries (flights, visa, accommodations booking etc), according with the internal travel policy;
• Support preparation of high-quality presentations and materials for strategic meetings (Board, town halls, etc.), timely and proactively gathering documentation from relevant stakeholders;
• Assist the CEO in preparing high-level meetings with strategic stakeholders by gathering key insights on individuals and companies involved, ensuring well-informed and impactful discussions;
• Screen phone calls, deal with incoming correspondence, meet and greet visitors and clients;

Manage the CEO’s signature process (preparation and verification of documents to be signed).

Supporting leadership team (Ex Co)

• Manage travel arrangements and itineraries (flights, visa, accommodations booking etc), according with the internal travel policy;
• Support preparation of high-quality presentations and materials for strategic meetings, timely and proactively gathering documentation from relevant stakeholders;
• Assist the Ex Co members in preparing high-level meetings with strategic stakeholders by gathering key insights on individuals and companies involved, ensuring well-informed and impactful discussions.

Supporting strategic meetings and admin tasks

• Supporting the organization of strategical meetings (Board meetings, Townhalls, Ex Co meeting etc), including planning the agenda, sending invitations, requesting IT support, organizing catering services…
• Collect contributions from various departments for strategic meeting presentations, ensuring deadlines are met, coordinating the overall process, and guaranteeing the quality of the final deliverable;
• Handle administrative tasks related to executive support, including expense reports, PO and invoice processing, document management.

Requirements

• Fluency in English (written and spoken)
• At least 1 year of experience in the role
• Excellent knowledge of MS Office and digital tools.
• Strong organizational and problem-solving skills.
• Team player

What we will offer

• fixed term contract of 1 year
• Unique brand to discover
• Discount on our products
• Dynamic atmosphere in an international environment
• Opportunity to influence and became a decision maker
• Competitive Smart Working Policy

Moleskine is an equal opportunities employer.

We recognize and celebrate the benefits that diversity brings to our workplace, our business and our customers. We welcome and will consider all applications regardless of race and nationality, religion, color, sex, parental status, sexual orientation, gender identity, gender expression, age, status as an individual with a disability, or any other legally protected characteristics.