Office & Executive Assistant

MioDottore; Roma; Hybrid; EUR 25,000 - 35,000; Full time

Benefits offered by this job

Smart Working 50%

Ticket restaurant 10 Euro/Day

Welfare up to € 1,200 for you and your

family

Health insurance

Self-care platform: IFeel

Job summary

MioDottore is hiring an Office & Executive Assistant to support the Country Manager and ensure smooth day-to-day operations in a hybrid work setup in Italy. You will handle calendars, travel, expense reports, and contribute to data collection for the sales team.

The role requires at least 3 years of Office Manager or similar experience, strong Excel/Google Workspace skills, and excellent organizational abilities. Italian and English proficiency is expected.

Qualifications

• Minimum 3 years of experience as Office Manager or similar role.
• Proficient in Excel and Google Workspace, including pivot tables and complex formulas.
• Able to work with Italian and English language documents and meetings.
• Strong organizational and communication skills; high discretion.
• Experience coordinating travel and expenses.

Responsibilities

• Administrative Support: act as a key point of contact between executives, employees, clients, and external partners; prepare internal/external communications and reports; manage CEO calendar and optimize schedules.
• Sales Department Support: gather daily forecasts, review sales data, ensure accuracy of reports, coordinate with finance on monthly commissions, handle ad-hoc projects.
• Office management: oversee inventory, supplies, and travel logistics; support the Office Manager with vendor management.
• Travel Coordination: arrange travel and accommodations, track invoices/receipts, manage travel itineraries across time zones.

Skills

Stakeholder management

Time management

Discretion/confidentiality

Italian & English

Tools

Excel

Google Workspace

Pivot tables

Job description

MioDottore, part of Docplanner Group, with a mission to "Helping people live longer, healthier lives" is the world's largest healthcare platform, serving patients and healthcare ecosystems in 13 countries across Europe and LATAM.

We develop digital apps and software solutions for doctors, clinics, hospitals, and patients to streamline the healthcare process. Key features include free doctor reviews, instant online appointment booking, and a network of nearly 2 million healthcare professionals serving over 260,000 customers globally.

Backed by leading VCs like Goldman Sachs, One Peak Partners, Point Nine, and Target Global, MioDottore, counts more than 400 people motivated by the mission of making the healthcare experience more human

Your role

As Office & Executive Assistant, you will support our Country Manager to ensure the smooth running of day-to-day operations. In this role, you will handle a variety of administrative duties, manage calendars, coordinate travels, and prepare expense reports. Your contributions will enhance the efficiency of the business, particularly by assisting with data collection and reporting for our sales department.

What you will do:

Administrative Support

• Act as a key point of contact between executives, employees, clients, and external partners.
• Prepare internal and external communications, including memos, meetings, emails, presentations, and reports.
• Managing our CEO's busy calendar, optimizing daily/weekly schedules for productivity and health (e.g., planning, trips, events) implementing time-saving strategies where possible

Sales Department Support

• Collaborate with sales managers to gather daily forecasts and review sales data, ensuring they’re always updated.
• Ensure the accuracy of sales reports and coordinate with the finance department on monthly commission checks.
• Taking care of last-minute special projects (e.g. product/company research, presentations, business modeling)

Office management

• Oversee office management needs, including inventory, supplies, and travel logistics.
• Support the Office Manager in its daily duties like managing suppliers and vendors

Travel Coordination

• Handle travel and accommodation arrangements for employees and clients
• Track and manage invoices, receipts, and expense reports.
• Managing a dynamic travel itinerary, taking into account time zones and multiple requirements

You’re the right person if…

• You have at least 3 years of previous experience as an Office Manager, or similar role.
• You are proficient in Excel and Google Workspace. (you are able to use Pivot tables, graphs and complex formulas) -)
• You’re ready to interact with different and challenging stakeholders by anticipating their needs
• You know how to prioritize your tasks in a timely and efficient way.
• You’re able to handle meetings and docs both in Italian and English.
• You have a high level of discretion and confidentiality.

What we offer

• Working in hyper-growing company within an international environment
• Compensation range 25-35K
• Smart Working 50%
• Ticket restaurant 10 Euro/Day
• Welfare up to € 1,200 for you and your family
• Health insurance to take care of your health
• Self-care platform: Access the Mental Well-being Ifeel platform because we believe mental health comes first