Executive Assistant

Overview
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our corporate and executive operations. This role involves a blend of corporate administrative responsibilities and direct assistance to the CEO, ensuring seamless coordination of tasks and processes across multiple functions.

Core Activities

Corporate Support
The Executive Assistant will play a pivotal role in supporting recruitment processes by liaising with recruitment agencies, publishing job postings on platforms such as LinkedIn, and shortlisting candidates. This includes managing pre-selection assessments, entering candidate information and evaluations into the company database, and maintaining an organized repository of candidate CVs. Additionally, the role involves scheduling interviews and updating recruitment agencies about progress and outcomes. For selected freelancers, the assistant will handle documentation such as engagement letters, NDAs, and codes of conduct, and will oversee the onboarding process.

In managing contracts and documents, the Executive Assistant will ensure that contract templates are updated and that the signature process for all agreements is completed accurately and in a timely manner.

The role also includes responsibilities in social media management, which involves uploading content to platforms such as LinkedIn and the company website, as well as coordinating the creation of content to maintain a consistent and professional online presence.

Executive Support
The Executive Assistant will directly support the CEO by organizing travel arrangements, managing schedules, and coordinating interactions with clients and providers. Occasionally, the role may require assisting the CEO with specific projects or topics, providing flexibility and adaptability to the dynamic nature of executive-level operations.

Ideal Candidate
The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities simultaneously. Strong communication skills, discretion in handling confidential information, and proficiency in tools like Microsoft Office and online platforms are essential. A proactive approach and the ability to anticipate the needs of both the corporate and executive functions will be key to success in this role.

Requirements
The ideal candidate will possess the following qualifications and skills:

• 5-10yrs experience in the function
• Bachelor degree (Triennale)
• Any nationality, based in Italy or Europe

Skills and capabilities

• Proficiency in English: Advanced skills in both written and spoken English to ensure clear and effective communication with internal and external stakeholders.
• Time Management: Strong ability to plan, organize, and manage multiple deadlines effectively.
• Problem-Solving: Adept at quickly finding efficient solutions to unexpected challenges.
• Effective Communication: Excellent written and verbal communication skills.
• Discretion and Confidentiality: High level of trustworthiness in handling sensitive information.
• Flexibility and Adaptability: Ability to respond swiftly to changes and shifting priorities.
• Technology and Digital Tools: Proficiency in productivity software (e.g., Microsoft Office, Google Workspace) and collaboration platforms (e.g., Zoom, Teams, Asana).
• Empathy and Emotional Intelligence: Capacity to understand and anticipate the needs of executives and teams.
• Openness to Feedback: Willingness to embrace constructive feedback for continuous improvement.
• Effective Multitasking: Skilled at managing multiple tasks simultaneously without compromising quality.
• Intercultural Awareness: Sensitivity and competence in working with people from diverse backgrounds, especially in international environments.
• Project Management: Ability to handle small-scale projects or initiatives effectively.
• Negotiation Skills: Competence in managing vendors, budgets, and scheduling with persuasive acumen.
• Networking: Strong relationship-building skills both within and outside the organization.
• Proactivity: Initiative in anticipating challenges and proposing innovative solutions.

Working schedule and holidays

Full time Monday to Friday 9am -13h and 14h to 18h 

Part time: Monday to Friday 9am -13h or 14h to 18h  

20 days of paid days-off 

Location: Full remote

Contract type: Supplier to a US company (P. Iva if Italian resident)

Start date: immediate

Contract type: Long term Service provider (commitment to minimum 2 years)