Live-out Executive Assistant/PA in Milan

Our returning client is currently seeking an experienced, professional, flexible candidate to work in a family office setting.

You will liaise with a family PA based in London and will concentrate on organising family affairs locally in Milan.

The family have other properties and staff internationally and need someone who is a team player, has good communication skills (Italian & English).

The role can be hybrid (part time in the family apartment and part time remote) for the right person.

Duties include (but not limited to):

• Implement and maintain an operating environment that is focused on the family’s goals,mission, vision and values.
• Organise assigned meetings, agendas, take minutes and follow-up.
• Coordinate and work with members of the team.         
• Handle incoming mail, correspondence, and parcels.
• Assist in meetings when assigned, manage correspondence and tasks.
• Organize and coordinate IT matters, maintenance, and supply.
• Manage back-office facilities, replenish office supplies.
• Maintain and update shared contact lists.
• Assist principal and family on daily matters.Diary management - coordinating meetings, social events on a daily & weekly basis andimplementing to the calendar.
• Organising travel arrangements for principal and the family.
• Booking all appointments for the family; medical, restaurants, theatre bookings andothers.
• Personal shopping for the family if requested.
• General administration, keeping records and filing invoices and documents on theserver and physically.
• Organise and oversee projects, negotiate contracts, maintenance and repair works forthe property.
• Coordinate household HR matters.
• Responsible for internal and external communication and information regarding thefamily's schedule to the house staff and Principal’s personal matters.Expenses management- preparing monthly cash flow/accounts for house and send to the PA in UK.
• Liaising with the school and out of school activities regarding absence, parent meetingsand events.
• Conduct demand-based research on various topics.
• Respect and recommend best practices.
• Implement and promote culture and values.
• Assist with writing and creating procedures, manuals, handbooks, and guidelines.

Requirements:

• Currently based in Milan or knows it well and happy to relocate back there at own cost
• Fluent Italian and English speaker (French is a plus, but not essential)
• Previous experience working with UHNW families and comfortable working from a home office environment
• Proficient in Microsoft Office, particularly advanced Excel skills
• Tech-savvy, with the ability to quickly adapt to new systems and tools
• A collaborative team player, able to work closely with me in a supportive capacity, without viewing the role as competitive
• Be able to provide business support as well, arranging meeting, taking minutes, creating agenda and sharing with the rest of the team

Working Days/Hours: Monday to Friday 9am – 6pm

Salary: 70-80k EUR gross on a domestic contract DOE- Negotiable depending on experience and skills

To start: ASAP

Unless otherwise specified a minimum of 3 years relevant experience is required to receive the advertised rate of pay.

Randolphs is an employment agency and employment business authorized to advertise the role on behalf of our client