Executive Assistant

Role Description
We are looking for an Executive Assistant who will provide support and assistance to the Chief Public Affairs Officer and to top level executives.

Main Activities
Administrative Tasks
Deals with complex administrative and organizational assignments and independently takes care of general administrative tasks, and relatively demanding processes, for example:
• Arranging correspondence, coordinating or drafting presentations, tables, reports and contracts
• Dealing with and replying to correspondence on behalf of the Chief Public Affairs Officer
• Gathering documents to prepare for meetings
• Participation and taking minutes in meetings with the team when requested
• Update calendars
• Scheduling meetings for the department, send meeting or events invitations to concerned people
• Coordinate with the CEO's office for GOV missions in which he/she participates
• Support for administrative procedures
• Coordinating the information flow and cascade to the team members as appropriate
• Travel arrangements (organize flights, accommodation, pick ups, appointments)
• Support managers with expense reports

Interaction
• Informs, advises and supports the team and associates from outside the team on processes, guidelines and services that are specific to the department.
• Independently collects and consolidates for data/feedbacks from outbound and inbound.
• Acts as interface between the Chief Public Affairs Officer and the other departments, managing incoming requests on behalf of the Chief Public Affairs Officer.
• Collaborates with the Communication team participating in the organization of events and supporting events logistics.

Work processes in own area of responsibility
•Initiates new processes or modification of processes and coordinates the introduction of new or modified processes.

Handling of administrative projects.
•Acts as project coordinator/manager for administrative projects (design, planning, implementation, communication, etc.) or ad hoc ones related to specific functions.

Supervisory tasks
• Mentors new employees or apprentices or assumes a limited project coordination/management role.

Desired Qualifications
Education: 
• High School diploma or Degree
Languages: 
• Fluent Italian and English.

Experience / Professional requirements:
•3 years (min) of proven experience in the role
•Excellent time management skills and ability to multi-task and prioritize work
•Strong organizational and planning skills, with attention to details
•Proficient in MS Office
•Excellent interpersonal and communication skills
•Strong organizational and planning skills