Executive Assistant – Rome, Italy

  • Company: Alien Technology Transfer LTD
  • Job Location: Roma - Italy
  • Internal reference: Executive Assistant - Rome, Italy
  • Date: February 27, 2020 12:18
  • Employment Type: permanent
  • Experience: medior
  • Job Functions:

    Administrative

Job summary

We have an urgent requirement for a highly organised, pro-active and experienced Executive Assistant to support our Directors. Ideally, you will be degree educated, be a self-starter and thrive working under pressure. Previous experience in a similar role is essential involving a blend of corporate and personal support to the directors. By its nature, this role requires a significant amount of flexibility and out of hours availability.

Job description

Preferred Candidate

Confident self-starter who can work under pressure, using their own initiative and with the drive to work to aggressive deadlines and to see tasks through to completion;

Friendly, switched on, super organised, and accountable being able to think ahead and through problems;

Professional in their manner, maintaining diplomacy and confidentiality in communicating highly sensitive and highly contentious information with people of all levels within the company and elsewhere;

Ability to work effectively at all levels of an organization and build strong relationships with team members, managers, and senior executives in multiple locations;

Be readily available to support individual schedules as required including managing of inbox, complex diaries and travel arrangements globally;

A keen interest in Real Estate and Corporate Finance will be viewed positively.

Responsibilities

Proactively schedule and coordinate meetings whilst anticipating changing requirements; 

Inbox and calendar management: prioritising emails and using initiative and responsibility to respond on the manager's behalf;

Schedule and coordinate large and/or complex meetings involving senior-level internal and/or external participants and tracking attendance;

Gathering/preparation of briefing packs in advance of meetings; Taking meeting minutes.

Personal tasks as required to keep the Directors on schedule.

NB - Some part of the role will be to provide personal support to the Directors.

Place of work

Two different office locations in Rome, according to the director’s need. 

Job qualifications

Job Requirements

Excellent written and verbal communication in English with great accuracy and attention to detail; Fluency in Italian and Spanish are welcome.

Advanced level IT skills (Word, PowerPoint, Excel, Gmail, Google Calendar, Google Drive, PowerPoint) and fluent in both Windows and Apple operating systems;

Experience in coordinating international and complex logistic schedules; Available to travel worldwide.

A driving license and own car are required.

[US] v1.11.4@web06