Team Assistant incl Office Management (m/f/d)

Proxity; Brescia; In loco; EUR 30.000 - 40.000; Tempo pieno

Descrizione del lavoro

A real estate management firm based in Italy is seeking a Team Assistant to support the Head of Italy and manage the office in Milan. The ideal candidate should have over 3 years of experience in a similar role, be fluent in both English and Italian, and possess strong organizational and communication skills. Responsibilities include administrative support, coordination of office operations, and event planning. This role is essential to ensure a productive work environment and effective collaboration among the team.

Competenze

• 3+ years of experience in a team assistant or office management role, ideally in real estate or professional services.
• Fluency in English and Italian; other languages (especially German) are a plus.
• Experience in an international office environment with multiple stakeholders.

Mansioni

• Provide proactive administrative assistance to the Head of Italy.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Assist in managing day-to-day functioning of the Milan office.
• Coordinate meeting rooms and organize events for the Milan office.
• Prepare, proofread, and format presentations and correspondence.

Conoscenze

Organizational skills

Time management

Multitasking

Communication skills

Service-oriented mindset

Strumenti

MS Office Suite

TravelPerk

Descrizione del lavoro

Proxity is a newly created real estate asset management platform, founded by Blackstone. Headquartered in Frankfurt, Proxity owns and manages a wide range of logistics real estate properties in metropolitan regions across Continental Europe, the Nordics and Ireland. With approximately 500 assets and development projects in 12 countries comprising over 7 million square metres, our extensive network serves as a backbone for our customers’ operations, ensuring reliable goods movement and seamless access to their markets.

The Team Assistant including Office Management tasks will play a critical role in supporting the smooth day-to-day operations and running of the Milan office, ensuring a productive and welcoming environment for our team and visitors, with a particular focus on assisting the Head of Italy and the wider asset management and corporate functions especially Office Management. This position requires a high level of reliability, attention to detail, and organizational efficiency, and is well-suited for a proactive individual who thrives in a dynamic, fast-paced, international environment.

The ideal candidate has 3+ years of experience in a similar administrative or team assistant role, ideally in a real estate or professional services setting.

Key Responsibilities

1. Administrative & Organizational Support

• Provide proactive administrative assistance to the Head of Italy and selected members of the leadership team.
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Support team travel arrangements, including booking transportation and accommodation, managing travel expenses, and preparing itineraries.

2. Office Coordination / Operations

• Assist in managing the day-to-day functioning of the Milan office, supporting a team of up to 10 people.
• Liaise with external vendors, facility management, and service providers to ensure a professional office environment. Ensure the office is well-maintained, stocked, and functioning efficiently.
• Support onboarding of new employees by coordinating desk setups, IT access, and welcome materials in close collaboration with central IT & HR.
• Oversee health & safety compliance and emergency procedures for the Milan Office.

3. Meeting & Event Preparation

• Coordinate meeting rooms, organize team meetings, prepare agendas, take meeting minutes, and follow up on action items.
• Support the planning and logistics of internal events, workshops, and external visits for the Milan Office.

4. Document & Communication Management

• Prepare, proofread, and format presentations, reports, and correspondence in Italian and English.
• Handle confidential information with discretion and maintain accurate filing systems (both digital and physical). Maintain office documentation and records.
• Support invoice processing and administrative coordination with finance as needed.
• Monitor office-related expenses and assist with budget planning.
• Foster a positive office culture and support internal communication.

Candidate Profile

Qualifications & Experience

• 3+ years of experience in a team assistant, executive assistant, office management or administrative coordinator role, ideally within real estate, or professional services.
• Experience working in a dynamic, international office environment with multiple stakeholders and priorities.
• Fluency in Engish and Italian is required; other languages (especially German) are an asset.
• Proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with expense and travel systems like TravelPerk is a plus.

Skills & Competencies

• Highly organized with strong time-management and multitasking skills.
• Detail-oriented with a proactive, solution-oriented approach to problem solving.
• Strong communication and interpersonal skills, with a service-oriented mindset.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Flexible and collaborative team player who enjoys supporting others and contributing to a positive office culture.