The Role
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.
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; prioritizes client meeting requests and all related client logistics - responds and follows up on requests in a timely manner.
- Coordinate a high volume of travel arrangements, including visa procurement when applicable, and processes expense reports in timely manner.
- Adhering to Compliance regulations and gaining the relevant approvals.
- Manages a high volume of phone calls and interacts 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; maintaining a high level of awareness of current priorities and support required.
- Flexibility to support assistant colleagues and cover when necessary.
Qualifications
- Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
- Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication. Comfortable working with people at all levels across the organisation.
- Extreme attention to detail and organizational skills, with ability to prioritize tasks.
- Quick learner and self-starter with excellent anticipation skills.
- Pro-active problem solver and independent thinker; ability to follow up as often as necessary.
- Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.
- Adaptable to new technologies, familiarity with Microsoft Office Suite, including MS Word, Excel, PowerPoint and Outlook is required.
- Additional familiarity with AI software, including but not limited to, Microsoft CoPilot is preferred.
- Highest degree of integrity, professionalism, and diplomacy is required.
- Familiar with travel & expense platforms such as SAP Concur or American Express Global Business Travel.
- Supportive team player with a positive attitude, enthusiastic about bringing the team together.
- Ideal candidate has at least 3 - 5 years of administrative assistant experience and preferably from a banking or financial services background.
Candidate must be located onsite in the Milan office as this role is fully onsite.
Salary Range
The expected base salary for this Milan, Lombardia, Italy-based position is 0-0. In addition, you may be eligible for a discretionary bonus if you are an active employee as of fiscal year-end.
