Executive Assistant

We are looking for an Executive Assistant who will report directly to our Managing Director.

Main responsibilities:

  • Manage the agenda of the Managing Director and CEO for the strategic planning of priorities
  • Draw up correspondence and filter incoming and outgoing communications
  • Manage telephone communications and filter calls
  • Interface with customers / suppliers occasionally and where appropriate take care of them in case they reach us at our headquarters
  • Interface with all company stakeholders, ensuring timeliness and efficiency in the management of information and communication to inside or outside the company
  • Support top management in the daily organization, including the preparation of minutes or systematization of notes
  • Organize trips at national / international level of all company staff
  • Manage the organization of internal meetings and the preparation of the necessary tools
  • Prepare reports and presentations, with different levels of autonomy depending on the contents
  • Prepare documentation, presentations and reports even of high confidentiality both in Italian and in English ensuring high quality standards
  • Support different company departments with English translations
  • Support in organizing exhibitions and internal / external events and if required participate in them
  • Ensure the tightness of the meeting rooms and the buildings more in general, ensuring the necessary supplies and managing relations with the various suppliers
  • Perform administrative tasks (insertion of the purchase request in the management system)
  • Prepare and finalize the documentation necessary for participation in a Call for bids, coordinating the inputs of the involved departments
  • Support the sales area in the management of orders and in the finalization and archiving of contracts to streamline existing flows

Requirements:

  • Degree in Foreign Languages or similar background
  • Fluent English (written and spoken) is a must
  • Experience of at least 2 years in the same role with direct report to the Top Management
  • Ability to use planning tools, Kanban board or similar (Microsoft Planner, Project or Monday.com)
  • Proficient in Microsoft Office suite (especially Word, Excel and Power Point)
  • Familiarity with the use of company management systems
  • Positive inclination towards the adoption of innovative technological solutions
  • Excellent problem solving skills
  • Patient and positive approach, high listening skills
  • Structured approach and excellent organizational and time management skills, developed in complex and international environments
  • Proactiveness and ability to create alignment and sharing with colleagues and work teams
  • Flexibility, precision and autonomy

First of all, we are looking for a reserved person: he/she will be aware of strategic and confidential information.

The role is based in: Lecco

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