Executive Assistant

THE ROLE
As an Executive Assistant, you will provide high-level administrative and organisational support to Managing Directors, ensuring their time is optimally managed and business priorities are met. This position plays a critical role in enabling senior leaders to focus on strategic leadership by managing complex scheduling, communications, and project coordination. Acting as a trusted partner, you will anticipate needs, resolve issues proactively, and contribute to the overall efficiency and success of the leadership team.
In this role, you'll manage calendars, travel arrangements, and meetings with precision, while preparing documents, reports, and presentations to support key initiatives. You will also coordinate projects and events led by the Managing Directors, ensuring smooth execution and timely delivery. Professional liaison with internal teams and external stakeholders will be a core part of your responsibilities, requiring discretion and strong interpersonal skills.
Ultimately, your work will enable senior leaders to focus on high-impact decision-making, enhance organisational efficiency, and uphold the company's reputation through professional representation. This is an opportunity to make a meaningful impact by supporting strategic business goals and fostering collaboration across the organisation.

KEY RESPONSIBILITIES

Manage complex calendars, prioritising and scheduling meetings, appointments, and events across multiple time zones
Coordinate domestic and international travel, including flights, accommodation, visas, and detailed itineraries
Prepare, proofread, and format correspondence, reports, presentations, and board materials
Screen and manage incoming communications, responding on behalf of Managing Directors where appropriate
Organise and support meetings, including agenda preparation, minute-taking, and follow-up on action items
Plan and coordinate internal and external events, offsites, and executive workshops
Handle confidential information with discretion and professionalism
Liaise with key stakeholders, clients, and partners on behalf of the Managing Directors
Track and reconcile expenses, process invoices, and manage budgets for executive activities
Support project management activities, ensuring deadlines and deliverables are met
Anticipate the needs of the Managing Directors and proactively resolve issues
Provide general administrative support as required, including document management and office coordination.

SKILLS & COMPETENCIES
To be successful in this role, you will demonstrate:

Exceptional organisational and time management skills; ability to prioritise and multi-task effectively
Excellent written and verbal communication skills
High level of discretion, integrity, and professionalism
Strong problem-solving skills and proactive approach
Attention to detail and accuracy in all work
Ability to build relationships and influence at all levels
Adaptability and resilience in a dynamic, fast-paced environment
Strong judgement and decision-making abilities
Passion for our mission 'to generate a more sustainable future by leading the transition to clean energy'
Our values: be a leader, build trust, be responsible, be innovative and 'bring your alpha'.

EXPERIENCE & QUALIFICATIONS

Bachelor's degree or equivalent experience preferred
Minimum 5 years' experience as an Executive Assistant or in a similar high-level administrative role
Experience supporting C-suite or senior executives, ideally within a fast-paced, international environment
Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); experience with collaboration tools (e.g., Teams, Zoom, SharePoint) is advantageous
Demonstrated ability to handle confidential information with integrity
Experience coordinating international travel and managing complex schedules

WHAT WE OFFER

A busy role in a supportive team, with plenty of opportunities to learn
International scope – we operate in over 8 countries
Hybrid working – we will need you in the central Milan office at least three times a week and alternating working from home every other Friday.

DIVERSITY AND INCLUSION
Our approach to diversity and inclusion is a natural extension of our values. Our entrepreneurial culture inspires us to try new things, be open to different viewpoints and be bold. Our Group is committed to cultivating and preserving a culture of connectedness that values difference and gives space for individual expression. The collective sum of our individual differences, life experiences, knowledge, innovation, self-expression, and talent and hard work form the bedrock of who we are and who we aspire to be.
We are committed to equal employment and advancement opportunity irrespective of race, color, ancestry, social background, religion, gender, national origin, sexual orientation, age, citizenship, marital status, disability and gender identity.
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