Admin Manager & Executive Assistant, Italy
We Empower People and Create Economic Opportunity
eBay Inc. is a global commerce leader that connects millions of buyers and sellers around the world. We exist to enable economic opportunity for individuals, entrepreneurs, businesses and organizations of all sizes.
eBay’s strategic vision is to become the best global marketplace for buyers and sellers through a tech-led reimagination of the company. Looking for a purpose-driven company that puts the customer at the heart of everything? A culture that encourages people to think big and be curious, to act with urgency and integrity and to be fearlessly inclusive? That’s who we are. If this sounds compelling, join eBay!
eBay is looking for an Admin Manager and Executive Assistant to support the Italian team and the General Manager.
**Responsibilities**:
- Implement and maintain procedures and processes in the office administration activities
- Act as point of contact for the local team when it comes to matters like Legal, Accounting, Tax, Workplace Resources and HR admin as required
- Point of contact for approval and signature processes of documents
- Assisting the organization’s HR function by keeping personnel records up to date, arranging interviews and so on
- Support in the organization of induction programs for new employees
- Organize team events inside and outside the office
- Schedule and book regular and ad hoc meetings, calls, video conferences; balancing priorities against annual, quarterly and daily requirements whilst considering local and global initiatives
- Organize with proactivity and precision the GM diary
- Manage end-to-end travel, accommodation, events and dinners
- Manage annual calendar and ensure it is aligned with EU Executive calendar and the IT Leadership diary
- Manage external vendors / suppliers as required
- Assist the GM and the team in the end-to-end management of POs.
- Attend meetings with senior management
- Assist in the production of meeting agenda, minutes and action logs (MS Word / Excel) and visual presentation materials as required (MS PowerPoint), preparing letters, presentations and reports
- Organize international meetings and supporting visits as required
- Work closely with other EAs in eBay to ensure Leadership Team alignment on all calendar and logistics
- Deal with initial queries from eBay team members
- Act as a gatekeeper, handling highly confidential information with discretion and precision
**Requirements**:
- A proven background as an Executive Assistant to a senior executive in a multinational context
- Experienced in managing international travel, travel agencies and delivering a seamless experience
- Experience in a US multinational environment
- Native or highly fluent in Italian and English
- Strong Technical skills: proficient in MS Office including Excel, PowerPoint and Outlook
- Excellent communication skills: ability to prioritize, take direction, and work independently on projects.
- A passion for eBay and ecommerce is a must
- Have a genuine interest in the business and want to understand how we function, why we function, who our clients are, and what our industry is about
- A natural ability to stay calm under pressure
- Ability to prioritize, adhere to critical timelines and multi-task
- Great at building relationships across all levels but also able to influence and push back where needed
- Ability to learn new technology, processes, and change directions quickly
- Effective in a constantly evolving environment
- Strong energy. Desire and ability to positively influence the culture of the department and the company.
- Ability to create and maintain effective relationships
- Professionalism, attention to detail, and integrity
- Extremely organized with exceptional follow through
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