Team Assistant incl Office Management

Position: Team Assistant incl Office Management (m/f/d)
Proxity is a newly created real estate asset management platform, founded by Blackstone. Headquartered in Frankfurt, Proxity owns and manages a wide range of logistics real estate properties in metropolitan regions across Continental Europe, the Nordics and Ireland. With approximately 500 assets and development projects in 12 countries comprising over 7 million square metres, our extensive network serves as a backbone for our customers’ operations, ensuring reliable goods movement and seamless access to their markets.

The  Team Assistant including Office Management tasks  will play a critical role in supporting the smooth day-to-day operations and running of the Milan office, ensuring a productive and welcoming environment for our team and visitors, with a particular focus on assisting the Head of Italy and the wider asset management and corporate functions especially Office Management. This position requires a high level of reliability, attention to detail, and organizational efficiency, and is well-suited for a proactive individual who thrives in a dynamic, fast-paced, international environment.
The ideal candidate has 3+ years of experience in a similar administrative or team assistant role, ideally in a real estate or professional services setting.

Key Responsibilities
1. Administrative & Organizational Support
Provide proactive administrative assistance to the  Head of Italy  and selected members of the leadership team.
Manage calendars, schedule meetings, and coordinate internal and external appointments.
Support team travel arrangements, including booking transportation and accommodation, managing travel expenses, and preparing itineraries.

2. Office Coordination / Operations
Assist in managing the day-to-day functioning of the Milan office, supporting a team of up to 10 people.
Liaise with external vendors, facility management, and service providers to ensure a professional office environment. Ensure the office is well-maintained, stocked, and functioning efficiently.
Support onboarding of new employees by coordinating desk setups, IT access, and welcome materials in close collaboration with central IT & HR.
Oversee health & safety compliance and emergency procedures for the Milan Office.

3. Meeting & Event Preparation
Coordinate meeting rooms, organize team meetings, prepare agendas, take meeting minutes, and follow up on action items.
Support the planning and logistics of internal events, workshops, and external visits for the Milan Office.

4. Document & Communication Management
Prepare, proofread, and format presentations, reports, and correspondence in Italian and English.
Handle confidential information with discretion and maintain accurate filing systems (both digital and physical). Maintain office documentation and records.
Support invoice processing and administrative coordination with finance as needed.
Monitor office-related expenses and assist with budget planning.
Foster a positive office culture and support internal communication.

Candidate Profile
Qualifications & Experience
3+ years of experience in a  team assistant ,  executive assistant ,  office management  or  administrative coordinator  role, ideally within real estate, or professional services.
Experience working in a dynamic, international office environment with multiple stakeholders and priorities.
Fluency in  Engish  and  Italian  is required; other languages (especially German) are an asset.
Proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with expense and travel systems like Travel Perk is a plus.
Skills & Competencies
Highly organized with strong time-management and multitasking skills.
Detail-oriented with a proactive, solution-oriented approach to problem solving.
Strong communication and interpersonal skills, with a service-oriented mindset.
Ability to handle sensitive and confidential information with professionalism and discretion.
Flexible and collaborative team player who enjoys supporting others and contributing to a positive office culture.