Executive Assistant

One of our clients, active in the recruitment sector, is looking to fill an Executive Assistant position.

 

The Role

As Executive Assistant to the Owners, you will provide comprehensive organisational, administrative and business support in an international and entrepreneurial environment.

You will work closely with the owners and act as an important coordination point between them, the management teams, employees, clients, business partners and external advisors across Germany, Poland, Switzerland and Italy.

Beyond traditional assistance. You anticipate requirements, structure information, follow up on key topics and help the owners manage their priorities effectively.

Your Key Responsibilities

• Provide comprehensive day-to-day support to the owners in business and organisational matters.
• Coordinate complex international calendars, meetings, appointments and priorities.
• Organise business trips, accommodation, itineraries and related logistics.
• Prepare meetings, agendas, presentations, briefings and supporting documentation.
• Attend selected meetings, prepare minutes and ensure the systematic follow-up of decisions and action items.
• Coordinate communication between the owners and the management teams in Germany, Poland, Switzerland and Italy.
• Manage correspondence and respond to selected enquiries on behalf of the owners.
• Support the owners in preparing internal and external communications.
• Structure and maintain relevant documents, reports, contracts and management information.
• Monitor deadlines, commitments and ongoing projects and proactively remind the responsible stakeholders.
• Assist with the preparation and organisation of management meetings, client events, workshops and company functions.
• Support selected strategic and operational projects.
• Coordinate with clients, investors, lawyers, tax advisors and other external business partners.
• Handle confidential business and personal information with the highest degree of discretion.
• Provide occasional support with private organisational matters where required.

Your Profile

• Several years of experience as an Executive Assistant, Personal Assistant, Management Assistant or in a comparable position.
• Experience supporting an owner, entrepreneur, CEO, senior executive or management board member is highly desirable.
• Strong organisational skills and the ability to manage several priorities simultaneously.
• A proactive working style with the ability to anticipate requirements and independently follow up on open matters.
• Excellent attention to detail combined with a pragmatic and solution-oriented mindset.
• Strong written and verbal communication skills.
• Professional, trustworthy and discreet personality.
• Confidence in communicating with senior executives, clients and external advisors.
• Ability to work effectively in a dynamic, rapidly growing and occasionally demanding entrepreneurial environment.
• Very good knowledge of Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Interest in digital tools, artificial intelligence and modern ways of working.
• Fluent Italian and excellent English; German or Polish would be an additional advantage.
• Based in Milan or willing to work primarily from the Milan office.
• Willingness to travel occasionally within Europe.

Personal Qualities

• Highly reliable, loyal and trustworthy.
• Proactive and able to think several steps ahead.
• Well organised without becoming overly bureaucratic.
• Calm and professional, including under time pressure.
• Comfortable working closely with entrepreneurial owners.
• Able to distinguish between urgent, important and less relevant topics.
• Curious, flexible and interested in contributing beyond purely administrative responsibilities.
• Confident in taking ownership while understanding when coordination or approval is required.

What We Offer

• A key position working directly with the owners of a privately held and rapidly growing European company.
• Broad exposure to strategic, commercial and organisational topics.
• An international working environment spanning Germany, Poland, Switzerland and Italy.
• The opportunity to contribute to the establishment and development of the group’s activities in Milan.
• A varied role with significant responsibility and scope for personal development.
• Direct communication, short decision-making processes and an entrepreneurial corporate culture.
• A modern, technology-oriented working environment.
• An attractive compensation package reflecting the responsibilities of the role.