Vhernier - Personal Assistant

Vhernier – Personal Assistant

To give body to its aesthetic vision, Vhernier creates new forms, uses unusual materials, and develops distinctive crafting techniques. Vhernier jewellery is sold in seventeen mono-brand boutiques in key cities of the world, including Milan, Rome, Geneva, Paris, New York, Miami, Beverly Hills, Dubai, and through a network of selected and prestigious multi-brand retailers worldwide.

The company has one showroom in Milano and partly distributes its products through the main Vhernier boutiques.

Reporting to the CEO, The Personal Assistant acts as the CEO’s primary point of contact with all the external and internal parties.

Mainly based in Milan Office, the PA is flexible to move where requested in order to manage the agenda of the CEO and support the Executive Committee (“Exco”) with expense report management and travels organization.

The successful candidate will be confident and able to work on their own initiative, demonstrating professionalism and discretion at all times.

• Administrative Support
• Manage administrative duties requiring the use of independent judgment and initiative
• Screen all incoming phone calls, inquiries and requests and route them accordingly
• Deal with emails and prepare correspondence, both internal and external, on behalf of the CEO, when required
• Organize the CEO’s agenda and schedule appointments, maintain and update the Exco's events calendar and send reminders (such as weekly Exco meetings, monthy product meetings, etc.)
• Organize Exco events, lunches (sourcing venues, catering etc.)
• Greet guests and ensure meeting rooms are booked and set up;
• Maintain office systems, including data management and filing
• Produce and edit documents, minutes, reports and presentations
• Coordinate travel arrangements (including accommodations and visas), prepare itineraries, plan logistics, and submit expense reports for the CEO and the executive committee
• Prepare facilities for scheduled events and arranging refreshments, if required
• Liaise with internal departments/functions, plan and organize meetings on behalf of the Executive Committee
• Manage relationships with collaborators and suppliers
• Maintain confidentiality of highly sensitive information and observe best business practices
• Support with special projects where required
• Keep up to date with the calendar of events and proactively propose their support accordingly
• Be responsible for select personal matters (i.e., medical appointments and refunds, travel bookings, company car maintenance, appointments with any authority which may be needed to obtain work-permits, VISAs or other authorizations, keep track of critical deadlines such as issuing tax returns, etc) and perform ad hoc tasks when required.

• Significant EA/PA experience at Director level including experience of diary management and arranging travel and conference calls;
• Impeccable eye for details
• Excellent communication skills in Italian, English. French is a plus
• Master of Microsoft Office, especially Excel, PowerPoint and Outlook
• Ability at multi-tasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes;
• High resilience and composure, especially under pressure
• Able to manage multiple conflicting deadlines, prioritizing and reprioritizing
• Reliable and trustworthy, can keep confidential information
• Positive and solution oriented
• Able to travel occasionally

• We value freedom, collegiality, loyalty and solidarity
• We foster empathy, curiosity, courage, humility and integrity
• We care for the world we live in

Your journey with us:

During the interview process, you will have the opportunity to meet the Talent Acquisition Manager and the senior management from Vhernier.