Senior executive assistant

Tailor&Fox – your HR Business Partner - for an International Investment Company, is searching for the following professional profile:

SENIOR EXECUTIVE ASSISTANT

Tasks and responsibilities:

• Diary management and coordination of meetings and calls over several time zones, ever-changing diaries.
• Travel arrangements worldwide, visa requirements and schedules, book transport, accommodation and restaurants.
• Mail management – read incoming emails and pass on messages and information in a timely manner, compose emails and draft correspondence.
• Global Client relationship – act as point of contact for Chairman, liaising with high-profile members of the business world.
• Handling of confidential information, prepare documents for meetings and detailed travel packs.
• Assistance to Executives with personal banking operations, bank statements, credit card reconciliation, making payments, handling insurance claims, maintaining tax records, and coordinating with advisers and accountants.

• Records, forms and facilities management including IT.
• Maintaining condition of the office and arrange for necessary repairs.
• Organising office and maintain supplies of stationery and equipment.
• Sourcing suppliers and negotiating contracts.
• Post – sort, distribute incoming post and organise outgoing post and couriers.
• Preparation of expense claims, bank transfers, and credit card reconciliations.
• Process purchase invoices – collate data into invoice spreadsheet and make payments.
• Preparation of Client invoices according to contracts and agreements.
• Maintain health and safety policies, fire safety procedures and ensure they are observed.

Requirements:

• Languages: fluent knowledge of Italian, English and French.
• Substantial experience in the role o f Executive Assistant & Office Manager.
• Ability to handle a wide range of administrative and executive support duties.
• Proficiency in MS Office and Outlook.
• Professionalism and confidentiality.

Place of work: Milan centre.