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

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

Descrizione del lavoro

Una piattaforma di gestione immobiliare cerca un Team Assistant per supportare le operazioni quotidiane dell'ufficio di Milano. La posizione richiede almeno 3 anni di esperienza in ruoli simili, fluente in inglese e italiano, e competenze in MS Office. Il candidato ideale è altamente organizzato, proattivo e ha ottime capacità comunicative, contribuendo a un ambiente d'ufficio positivo e dinamico.

Competenze

• Minimo 3 anni di esperienza come team assistant o in ruoli amministrativi simili.
• Fluenza in inglese e italiano è obbligatoria; conoscenza del tedesco è un plus.
• Esperienza in ambienti di ufficio internazionali e dinamici.

Mansioni

• Fornire supporto amministrativo al Head of Italy.
• Gestire le operazioni quotidiane dell'ufficio di Milano.
• Coordinare riunioni, eventi e gestione documentale.

Conoscenze

Organizzazione

Comunicazione

Multitasking

Problem Solving

Strumenti

MS Office Suite

TravelPerk

Descrizione del lavoro

Descrizione dell’offerta di 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.

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