About the Role
Soft Institute Digital Training Italia is looking for a highly organised and discreet Executive Assistant to provide comprehensive support to senior leadership from our Canary Wharf location.
In this role, you will manage complex calendars, coordinate meetings and travel, prepare documents and reports, handle confidential information, and help senior leaders stay focused on high-priority business activities.
You will act as an important point of coordination between executives, internal departments, clients, suppliers, and external stakeholders. The position requires strong judgement, attention to detail, and the ability to anticipate needs before they become urgent.
This opportunity is ideal for an experienced administrative professional who is confident supporting senior leaders in a fast-paced environment and enjoys taking ownership of important organisational responsibilities.
Why Work With Us?
Senior-Level Exposure: Work closely with leadership and gain visibility across key business priorities and decision-making processes.
Hybrid Working: Combine office-based collaboration in Canary Wharf with remote working, subject to business requirements.
Meaningful Ownership: Take responsibility for executive schedules, meetings, communications, travel, and key administrative processes.
Professional Development: Build broader experience across executive support, stakeholder management, business operations, and project coordination.
Varied Responsibilities: Work across a wide range of priorities rather than being limited to routine administrative tasks.
Key Responsibilities
Calendar Management: Manage complex and frequently changing executive calendars, ensuring meetings, deadlines, and priorities are coordinated effectively.
Meeting Coordination: Schedule internal and external meetings, prepare agendas, distribute materials, and ensure follow-up actions are recorded and tracked.
Travel Arrangements: Coordinate domestic and international travel, including transport, accommodation, itineraries, and supporting documentation.
Executive Communications: Draft, review, and format professional correspondence, presentations, reports, and briefing documents.
Inbox Support: Assist with email organisation, prioritisation, follow-ups, and routing of important requests when required.
Stakeholder Coordination: Act as a professional point of contact for clients, colleagues, suppliers, and other external stakeholders.
Confidential Information: Handle sensitive business, financial, personnel, and strategic information with a high level of discretion.
Document Preparation: Prepare meeting packs, presentations, reports, spreadsheets, and other executive materials to a high professional standard.
Action Tracking: Monitor follow-up items from leadership meetings and ensure responsible stakeholders are reminded of deadlines and commitments.
Expense Management: Prepare and reconcile executive expenses, receipts, corporate-card transactions, and supporting records.
Event Coordination: Support leadership meetings, workshops, client events, and internal business activities.
Project Support: Assist executives with special projects, research, reporting, documentation, and cross-functional coordination.
Administrative Systems: Maintain organised digital filing systems, contact records, shared documents, and executive reference materials.
Priority Management: Help identify urgent matters and ensure leadership attention is directed toward the most important business issues.
What We Are Looking For
Experience: At least 4–6 years of experience as an Executive Assistant, Personal Assistant, Senior Administrator, Office Manager, or similar professional support role.
Executive Support: Proven experience supporting senior managers, directors, founders, or C-suite executives.
Calendar Management: Strong ability to coordinate complex diaries involving multiple stakeholders, competing priorities, and last-minute changes.
Communication: Excellent written and verbal communication skills with the confidence to interact professionally with senior internal and external stakeholders.
Organisation: Exceptional attention to detail and the ability to manage several priorities, deadlines, meetings, and requests simultaneously.
Technology: Strong proficiency with Microsoft 365, Outlook, Word, Excel, PowerPoint, Teams, and common collaboration platforms.
Discretion: Demonstrated ability to handle confidential and commercially sensitive information appropriately.
Problem Solving: Able to anticipate challenges, resolve scheduling conflicts, and make practical decisions independently.
Professional Judgement: Comfortable deciding what requires immediate executive attention and what can be managed or delegated appropriately.
Travel Coordination: Experience arranging complex domestic or international business travel is advantageous.
Qualifications: A degree or professional qualification in business administration, management, communications, or a related field is advantageous but not essential.
Mindset: Calm, proactive, highly organised, adaptable, and comfortable working independently while supporting demanding senior-level priorities.
Retribuzione: €48.000,00 - €50.000,00 all'anno
Sede di lavoro: Di persona
