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.
