For a prestigious advertising company in Milan, Grafton is looking for a: CEO PERSONAL ASSISTANT You'll play a critical role in ensuring everything runs smoothly in a fast-moving and ambitious environment. This PA will keep things organized, efficient, and on track, and have the perfect blend of attention to detail, flexibility, and a positive attitude. You’ll be managing an ever-changing diary, coordinating high-priority meetings with senior clients and stakeholders, and supporting the Manager/Global CEO with both day-to-day tasks and event-based projects. You will support with booking intricate travel arrangements and logistical needs, assist in coordinating meetings, events and off-sites and ad hoc admin activities. Ideally, you would have some exposure to supporting at Executive level within a complex, matrix organization – though this is not a deal breaker if you have the right skills and attitude. The purpose of the Personal & Executive Assistant is to provide administrative, organizational and operational support, driving operational efficiency and the effectiveness of strategic priorities. This is a dynamic role, requiring this person to have strong organizational skills, a proactive and collaborative attitude, and the aptitude to adapt in a fast-paced environment. This role requires a high level of discretion and self-management, excellent communication abilities, strong attention to detail, and a knack for collaborating with the broader agency, clients, and stakeholders. A key part of this role is to be a real self-starter, proactive, someone enthusiastic who can work alone but also part of a fun & social wider team.
Responsibilities Support the principal and his wife in all aspects of their life Assist with high-priority projects and strategic initiatives (such as leadership offsites and client events), ensuring timely completion and adherence to company standards and CEO expectations General support – track and submit expense claims, leave applications, timesheets and other items as necessary Meeting coordination – organize and coordinate executive meetings and agency-wide meetings, including meeting room bookings, agenda preparation, and follow-up on action items, ensuring that the CEO is briefed and well-prepared for all engagements Manage and coordinate meetings with internal teams and clients including: scheduling, booking conference rooms, ordering food. Schedule and coordinate external client meetings as needed Serve as a warm and professional liaison to high-profile global contacts Manage special projects that might be assigned directly due to their sensitive aspects or priority importance decided by the CEO
Qualification Minimum of 8+ years of experience supporting high-level executives in a fast-paced environment supporting multiple individuals. Experience in the fashion, luxury, events and advertising sectors is welcome Proactive mindset A team player, someone who is keen to get involved and knows that there is no task too big or too small to accomplish Strong problem-solving skills and the ability to anticipate and resolve issues before they come up Ability to multitask and prioritize conflicting demands while staying organized Strong interpersonal, verbal and written communication skills Professional and calm under pressure Ability to thrive in a fast paced and demanding environment – addressing every task with a sense of urgency Excellent levels of attention to detail, communication and organisational skills Fluent in english
Offer Permanent contract. Place of work : Milan Grafton è il brand globale che si occupa di Professional Recruitment di Gi Group Holding, la prima multinazionale italiana del lavoro e una tra le principali realtà che offrono servizi e consulenza HR a livello globale. I candidati ambosessi (D.lgs. n. 198/2006), sono invitati a leggere l’informativa privacy ai sensi degli artt. 13 e 14 del Reg. EU 679/2016 al seguente indirizzo: https://it.graf