AWM Management, Administrative Assistant

Job Description  Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location.
Role  This is a full-time role for an administrative assistant fluent in both Italian and English to provide coverage to the Private Wealth Management team in Milan.

Job Summary & Responsibilities   Maintain complex and extremely detailed calendars across multiple time zones, including senior-level internal/external meetings and conference calls; prioritize client meeting requests and related logistics – respond and follow up on requests in a timely manner.
Coordinate a high volume of travel arrangements, including visa procurement when applicable, and process expense reports in a timely manner.
Adhere to compliance regulations and obtain the relevant approvals.
Manage a high volume of phone calls and interact with high-level business leaders and clients in a professional and effective manner.
Support general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc.), ad-hoc projects or facilities management as needed.
Regularly facilitate knowledge sharing within the team and ensure relevant information is disseminated accordingly.
Act as an integral member of the team; maintain a high level of awareness of current priorities and support required.
Provide flexibility to support assistant colleagues and cover when necessary.
Qualifications   Exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
Exhibit excellent interpersonal and communication skills, both written and verbal; communicate consistently and professionally with people at all levels across the organization.
Display extreme attention to detail and organizational skills, with the ability to prioritize tasks.
Be a quick learner and self-starter with excellent anticipation skills.
Act as a proactive problem solver and independent thinker; follow up as often as necessary.
Work well under pressure while maintaining high standards, adapting to unexpected events, and multi-tasking in a dynamic, deadline-driven environment.
Be adaptable to new technologies; familiar with Microsoft Office Suite, including MS Word, Excel, PowerPoint and Outlook.
Have additional familiarity with AI software, including Microsoft CoPilot, preferred.
Demonstrate the highest degree of integrity, professionalism, and diplomacy.
Be familiar with travel & expense platforms such as SAP Concur or American Express Global Business Travel.
Be a supportive team player with a positive attitude, enthusiastic about building team cohesion.
Possess at least 3‑5 years of administrative assistant experience, preferably from a banking or financial services background.
Candidate  Candidate  must  be located onsite in the Milan office as this role is fully onsite.

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