RECEPTIONIST & EXECUTIVE ASSISTANT

Mondiale VGL Pty; Segrate; On-site; EUR 24,000 - 32,000; Full time

Job summary

Mondiale VGL is seeking a Receptionist & Executive Assistant to join our Segrate office. The role blends front-office duties with high-level executive support to three members of the Regional Board.

The ideal candidate will be reliable, organised and proactive, with excellent English proficiency and the ability to manage multiple priorities in a fast-paced, international setting.

Qualifications

• Previous experience in a reception, executive assistant, personal assistant or similar role.
• Excellent command of English, both written and spoken.
• Excellent organisational and time-management skills.
• Strong attention to detail and a structured approach to work.
• Excellent communication and interpersonal skills.
• Discretion and confidentiality when handling sensitive information.
• Ability to manage multiple priorities and work under pressure.
• A proactive mindset and the ability to anticipate needs.
• Proficiency with Microsoft Office suite, Outlook, Word and Excel.

Responsibilities

• Welcome and assist visitors, clients and business partners in a professional and friendly manner.
• Coordinate visitors and ensure a smooth reception experience.
• Support in coordinating the agendas and calendars of the three Board members, ensuring an efficient organisation of meetings and commitments.
• Arrange and coordinate business travel, including flights, hotels, transfers and itineraries.
• Organise meetings, appointments and other executive commitments.
• Support the Board with day-to-day administrative activities and follow-ups.
• Coordinate internal and external communications with a high level of professionalism and discretion.
• Anticipate needs and proactively support the Board in managing their daily activities.

Skills

English proficiency

Organisational skills

Time management

Attention to detail

Communication skills

Discretion and confidentiality

Multitasking

Proactive mindset

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Mondiale VGL is a leading international freight forwarder and logistics provider offering a complete end-to-end service, including road transport, air freight and sea freight, customs clearance and warehousing.

With over 40 years of strong industry relationships, we provide access to the world’s most significant trade routes for customers operating across a wide range of industry sectors in Oceania, Asia, Europe, North and South America, the Middle East and Africa.

With over 1,500 employees across 13 countries worldwide, our team members come from diverse backgrounds, ages, cultures and beliefs. This diversity is one of our key strengths and contributes significantly to our success.

We are proud of our heritage and of the strong platform it provides for the growth of our people and our business.

Join us, build a reputation for getting things moving, and shape the career you want.

RECEPTIONIST & EXECUTIVE ASSISTANT

Mondiale VGL is looking for a Receptionist & Executive Assistant to join our Segrate office.

This is a key role combining front-office and reception responsibilities with executive support activities. The successful candidate will be responsible for ensuring a professional and welcoming experience for visitors and guests, while providing high-level administrative support to the three members of our Regional Board.

Key Responsibilities:

Reception & Front Office

• Welcome and assist visitors, clients and business partners in a professional and friendly manner;
• Coordinate visitors and ensure a smooth reception experience;

Executive Assistant

• Support in coordinating the agendas and calendars of the three Board members, ensuring an efficient organisation of meetings and commitments;
• Arrange and coordinate business travel, including flights, hotels, transfers and itineraries;
• Organise meetings, appointments and other executive commitments;
• Support the Board with day-to-day administrative activities and follow-ups;
• Coordinate internal and external communications with a high level of professionalism and discretion;
• Anticipate needs and proactively support the Board in managing their daily activities.

Who We Are Looking For

We are looking for a reliable, organised and proactive professional who is comfortable working in a fast-paced, international environment.

The ideal candidate has:

• Excellent command of English, both written and spoken;
• Previous experience in a reception, executive assistant, personal assistant or similar role;
• Excellent organisational and time-management skills;
• Strong attention to detail and a structured approach to work;
• Excellent communication and interpersonal skills;
• A professional, polished and welcoming attitude;
• Discretion and confidentiality when handling sensitive information;
• Ability to manage multiple priorities and work under pressure;
• A proactive mindset and the ability to anticipate needs;
• Strong proficiency with Microsoft Office, particularly Outlook, Word and Excel.

What We Offer

You will join an international and multicultural environment, working closely with senior management and gaining exposure to a dynamic global logistics organisation.

At Mondiale VGL, we value people, diversity, collaboration and professional growth, providing the opportunity to build a meaningful career within an international business.

If you are organised, professional, service-oriented and enjoy working in an international environment, we would love to hear from you.

Join Mondiale VGL and help us keep things moving!