Management Assistant jobs in Italy

Our client is an established investment firm. This role is based in town and requires working from office 5 days a week.

For this role as an Office and Administrative Executive, you will be responsible for overseeing daily office operations, including reception management, office administration, travel arrangements, and event coordination. Your role ensures efficient communication, well-maintained facilities, and seamless logistical support for meetings and staff needs. You will be seated at the reception desk of the office (with around 20 staff).

Employment Type: Permanent

Reports to: Personal Assistant and Office Manager

Role and Responsibilities:

• Greet visitors and manage incoming calls, emails and correspondence.

• Ensure a professional and welcoming reception area.

• Prepare and serve drinks to guests.

• Handle incoming and outgoing mail and courier services.

• Oversee office and pantry supplies, equipment, and maintenance needs.

• Coordinate with vendors and service providers for office-related matters.

• Organizing and maintaining physical and digital files. Printing of documents when requested.

• Update mailing list and print labels for festive greetings.

• Responsible for raising payment for utilities, office rental, cleaning services and other ad hoc invoices, ensuring prompt payments.

• Arrange travel bookings, including flights, accommodations, and transportation.

• Coordinate travel schedules and itineraries.

• Coordinate logistics arrangements (venue, catering, setups, etc.) for meetings and events.

• Book meeting rooms and ensure necessary equipment and refreshments are arranged.

• Assist team with administrative tasks as needed.

• Handle ad hoc assignments and special projects.

• Propose and establish processes to improve efficiency.

• Minimum Diploma qualified with at least 2 years of relevant office facilities and administrative work experience ideally gained with MNCs.

• Familiar with flight and hotel booking and office facilities arrangement.

• Excellent organizational and time management skills, with the ability to multi-task and prioritize tasks effectively.

• Strong written and verbal communication skills working with stakeholders from different nationalities.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Ability to handle sensitive information with a high level of confidentiality and discretion.

• Exceptional attention to detail and accuracy in all tasks.

• Ability to work independently with minimal supervision.

• A proactive and positive attitude with the ability to adapt to changing priorities and deadlines.

• Well-presented with a pleasant disposition.

To apply, please send your CV in Word format to resume@cap-cg.com. Please also include details on your current salary, expected salary and notice period in your CV.

We regret to inform that only shortlisted candidates will be notified.

Posted by:

CAP Consulting (EA license: 14C7175)

Caroline Poh (EA Registration: R1105649)

Date ad is posted - 2 October 2025