Office Manager & Executive Assistant

Chaberton Professionals; Milano; In loco; EUR 35.000 - 50.000; Tempo pieno

Descrizione del lavoro

Chaberton Professionals est à la recherche d'un Office Manager & Executive Assistant à Milan. Ce rôle clé implique la gestion des opérations de bureau, la coordination avec les équipes internationales et l'assurance du respect des réglementations locales en matière de santé et sécurité. Vous bénéficierez d’un environnement de travail professionnel dans un lieu central et stylé, avec des opportunités de soutien à de grandes entreprises d’investissement au niveau européen.

Servizi

Environnement de travail dynamique

Autonomie et variété dans le rôle

Exposition internationale

Competenze

• Minimum 5 years d’expérience en tant qu'Office Manager ou Executive Assistant.
• Connaissance avancée de MS Office (Excel, Word, PowerPoint, Outlook, Teams).
• Compréhension des exigences locales en matière de santé et sécurité.

Mansioni

• Assurer le bon fonctionnement quotidien du bureau à Milan.
• Gérer les contrats des fournisseurs et les opérations de bureau.
• Coordonner les rendez-vous d'affaires et les arrangements de voyage.

Conoscenze

Organisational skills

Interpersonal skills

Communication skills

Strumenti

MS Office Suite

Descrizione del lavoro

Join to apply for the Office Manager & Executive Assistant role at Chaberton Professionals .

Chaberton Professionals, a division of Chaberton Partners specializing in the recruitment and selection of Middle and Top Management profiles for an International Investment Holding, is currently seeking an Executive Assistant & Office Manager .

Activities :

• Ensure smooth daily operations of the Milan office;
• Be the primary contact for Health & Safety matters, ensuring compliance with local regulations and managing related documentation and training;
• Manage office vendors and contracts (cleaning, maintenance, supplies, IT support, etc.);
• Coordinate meeting room bookings, visitor reception, and general office hospitality;
• Provide reception coverage, including welcoming guests, answering calls, and managing general inquiries in a professional manner;
• Oversee travel arrangements and expense report preparation, when required;
• Calendar management and meeting scheduling;
• Coordination of business appointments;
• Liaison with the Brussels HQ for internal coordination and reporting needs;
• Processing of medical reimbursements;
• Support with travel logistics, events, and documentation as required.

Focus on Administration & Office Management

• Act as a liaison with the Paris headquarters for reporting, operations, and group-level initiatives;
• Collaborate closely with the external accounting firm on local financial processes and documentation;
• Oversee payroll administration, ensuring accurate transmission of monthly updates and follow-ups with relevant parties;
• Handle invoice processing, budget tracking, and support with local compliance obligations;
• Manage local insurance policies, including coordination with brokers, renewals, and claims follow-up;
• Support internal audit or regulatory requirements by maintaining accurate records;
• Prepare monthly team expense reports.

Requirements & Qualifications, Technical & Professional Skills

• Minimum 5 years’ experience in a similar Office Manager / Executive Assistant role;
• Strong knowledge of MS Office Suite (Excel, Word, PowerPoint, Outlook, Teams);
• Familiarity with payroll and accounting workflows (particularly in coordination with external consultants);
• Understanding of local H&S requirements for office environments;
• Experience coordinating with international teams or group-level HQs is a plus.

Languages :

• Fluent Italian and English (spoken and written) – mandatory.

Soft Skills :

• Professionalism, discretion, and a proactive mindset;
• Excellent organizational and multitasking abilities;
• Strong interpersonal and communication skills;
• Ability to work independently while balancing the needs of two different organizations.

What They Offer

• A central, stylish, and newly refurbished workplace in the heart of Milan;
• The opportunity to support two leading European investment firms;
• A dynamic and professional environment with international exposure;
• A key, trusted role with variety and autonomy.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

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