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Contract: Executive Admin Assistant / Italy

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Location: Milan (province), Italy
Duration:Contract - 12 months

The Role:
Executive Administrative Assistance Services

As part of the Project, our client is looking for the provision of Executive Administrative Assistance Services to support its Onshore team.
? SERVICES to be performed in COMPANY's premises in Milan, Italy.
? Tentative SERVICES start date: October 2020.
? No domestic or international relocation, nor travel requirements for the SERVICE performance.
? SERVICES schedule: residential full-time.

Administrative support for the Onshore Vice President (referred to as COMPANY Representative) and the VP's direct reports
based in Milan Office, including but not limited to, on the following subjects:
? Provide advanced and diverse administrative support to COMPANY Representative
? Maintain smooth operation of the office
? First point of contact for company executives and employees, as well as external guests/entities
? Schedule meetings, events and catering (both internal and external) utilizing a wide array of resources and electronic media
? Diary Management
? Screen and direct calls appropriately
? Prepare, submit and track expense reports
? Order office supplies, business cards and stationery
? Handling incoming/outgoing departmental mail; coordinate internal office moves with facilities
? Generate, distribute, consolidate feedback on various meeting minutes through finalization
? Provide translation services of diverse documentation as required.
? Create and generate reports, presentations, miscellaneous correspondence and spreadsheets as required
? Maintain both electronic and hard copy files
? Coordinate and book travel as needed
? Apply and maintain visa/passports
? Interface and support Admin Assistants in Maputo, Houston, Paris.
? Act as back-to-back with the team assistant in case needed.
? Serve as a liaison between executive staff and other departments, maintain database integrity, work independently to meet deadlines and complete projects.
? Other duties as assigned by COMPANY Representative

? Daily, weekly and monthly Progress Reports,
? Final Report.

? High school diploma or equivalent required. Advanced course work or an Associate's degree highy recommended by COMPANY.
? A minimum of eight years (preferably 10 years or more) of related administrative support experience is required.
? Fluency in both English and Italian, spoken and written.
? Experience in supporting an executive or experience in an oil and gas environment strongly preferred.
? Familiarity with working in an international and multicultural environment strongly preferred.
? Proficiency in advanced usage of Microsoft Office products (Word, Excel, PowerPoint, Access, Internet Explorer and Outlook).
? Capacity of interface with diverse groups of people, both internal and external to the company.
? Experience in international travel management: visa and passport applications as well as creating detailed itineraries

How to Apply

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