Contract Type Fixed-term contract for an initial period of 6 months, with the possibility of renewal and conversion into a permanent position based on organisational needs.
Main Tasks
* Provide high-quality and timely administrative support to the CEO.
* Maintain and coordinate an effective calendar and filing system, ensuring competing priorities are managed efficiently.
* Manage and record correspondence (emails and letters) received and distributed via SharePoint.
* Coordinate and support the CEO's scheduling and ongoing work with the Executive Team, providing administrative assistance as required.
* Assist in the planning of major organisational events, such as annual conferences.
* Coordinate relevant staff input for projects, programs, reports, correspondence, and other matters.
* Produce high-quality reports, summaries, and documentation for the CEO, the Board, and the Executive Team.
* Proactively respond to enquiries from Board members, stakeholders, staff, and external contacts with discretion, maturity, diplomacy, and sound judgment, ensuring an excellent level of service.
* Maintain a high level of awareness of matters entering and leaving the CEO's office to respond appropriately and exercise sound judgment.
* Develop a strong understanding of the organisation and senior management across key functions.
* Prepare agendas and minutes for internal and external meetings convened or attended by the CEO (or other agreed meetings).
* Organise all local and international travel for the CEO.
* Provide high-level administrative support to Executive Team members, as agreed with the CEO.
* Manage the CEO's expense documentation, including expense claims and credit card receipts.
Must have:
* Minimum of 8 years' experience as an Executive Assistant supporting senior management in a fast-paced environment.
* College or University degree preferred, or equivalent professional experience.
* Knowledge of the relevant industry.
* Fluency in English and Italian; knowledge of French or German is an advantage.
* Strong technical aptitude; proficiency in MS Office 365; proven experience creating executive-level presentations; experience with Teams, SharePoint, Power BI, and Salesforce is a plus.
* Advanced proficiency in Excel, including the creation and management of complex spreadsheets.
* Strong interest in emerging technologies, particularly artificial intelligence.
* Teleworking is limited to one day per week on a rotating basis.
Skills (Soft Skills)
* Excellent written and verbal communication skills.
* Exceptional attention to detail and adaptability.
* Solution-oriented mindset.
* Proactive approach and strong team spirit.
* High level of motivation and ability to work efficiently under pressure.
* Ability to operate effectively in an international and multicultural environment.
* Strong sense of ownership, excellent prioritisation skills, and a hands-on attitude.
* High standards of integrity and ethical behaviour.