Executive Assistant

Key Responsibilities

Executive & Personal Coordination
Manage complex, multi-timezone calendars for both principals using Google Calendar, ensuring all commitments are confirmed, prepared for, and followed up
Coordinate Zoom and virtual meetings end-to-end: scheduling, technical setup, agenda preparation, and post-meeting follow-up
Own and drive to-do lists and action trackers for both principals, assigning deadlines and proactively chasing completion — with zero tolerance for items falling through the cracks
Handle confidential correspondence, emails, and communications on behalf of both principals, prioritising and routing appropriately
Prepare briefing documents, meeting notes, research summaries, and presentations as required
Organise significant long and short-haul travel for both principals, family members, and staff when required.

Household & Family Management
Oversee the smooth running of the Milan household and coordinate with the wider support team (housekeeping, maintenance, drivers, security, etc.)
Manage school schedules, extracurricular activities, and logistical needs for two teenage children, liaising with schools and external parties as needed
Plan and coordinate family travel, including complex international itineraries, visas, accommodation, ground transport, and contingency planning
Manage household vendors, supplier contracts, invoices, and service schedules — track renewals, payments, and performance
Source and manage domestic service providers; oversee household projects and renovations end-to-end

Administrative & Financial Oversight
Maintain organised digital and physical filing systems across all personal and family domains
Track expenses, reconcile receipts, and liaise with accountants or financial advisors as required
Manage subscriptions, memberships, insurance, and other recurring administrative obligations
Conduct research, price comparisons, and vendor assessments before recommending solutions

Technology & AI-Enhanced Productivity
Champion the use of AI tools (e.g. ChatGPT, Claude, Notion AI, and emerging platforms) to increase personal and team efficiency
Build and maintain systems for task management, note-taking, and project tracking using digital tools with clear deadlines and accountability
Support both principals in adopting new tools and workflows; proactively identify opportunities to automate or streamline recurring tasks
Stay current with technology trends relevant to high-performance household and executive support

Team Coordination
Act as the primary point of coordination between the principals and all support staff (virtual assistant, household staff, external providers)
Delegate, follow up, and hold others accountable to agreed standards and timelines
Escalate appropriately and never let an issue go unresolved

What We Are Looking For

Essential Qualities
Relentlessly organised — you thrive on structure, systems, and lists
Proactive follow-through — you close loops, chase actions, and never need to be chased yourself
Trustworthy and discreet — you handle sensitive family and business information with absolute confidentiality
Calm under pressure — you manage complexity without becoming a source of additional stress
Self-motivated — you take ownership, spot problems before they happen, and propose solutions
Emotionally intelligent — you read the room, adapt your communication style, and build strong relationships with the whole family
Flexible — you embrace a dynamic, ever-changing environment and last-minute priorities

Technical Skills
Expert-level proficiency with Google Calendar, Gmail, and Google Workspace
Confident with Zoom, Whats App, and standard communication platforms
Strong command of time zones and international scheduling
Skilled in digital note-taking and task-management tools (e.g. Notion, Todoist, Asana, or similar) with the discipline to maintain real deadlines and owners
Active user — or enthusiastic learner — of AI productivity tools; self-motivated to stay ahead of the curve (training and courses fully supported by the family)

Experience
Minimum 5 years in a senior PA, EA, or Chief of Staff role supporting high-net-worth individuals, C-suite executives, or private…