Studio Manager & Executive Assistant, in Milan IT.
Wilmotte & Associates is currently seeking an office manager to join its team in Milan, Italy. This role is pivotal in ensuring the seamless operation of the firm and serves as a crucial point of contact. The position entails overseeing the day-to-day management of the office’s core operational functions while providing executive support to the firm’s leadership. There is also an opportunity for professional growth, particularly in the realms of marketing and PR.
- You should demonstrate excellent proficiency in both written and spoken Italian and English. Proficiency in French is considered an additional asset.
- You are detail-oriented, responsible, and enjoys thinking creatively while maintaining clear and effective written communication.
- We are seeking candidates who are self-motivated, accountable, and thrive in a fast-paced, deadline-driven environment, with an appreciation for art, architecture, urban design, and research.
- We are looking for an individual interested in growing with our firm as we continue to expand.
- The ideal candidate should be a social person with excellent interpersonal skills and the capacity to adapt to unpredictable situations.
- Proficiency in Microsoft Office Suite (Word, Excel, PPT), particularly Outlook/Entourage.
- Command of Zoom for calendar integration and meetings.
- Proficiency in Adobe Suite (InDesign, Illustrator, Acrobat) or a willingness to learn.
- Familiarity with Bluebeam or a willingness to learn.
- Strong graphic/visual communication skills and sensibility.
- At least 2 years of professional experience or an equivalent in administration, executive support, coordination, or operations.
- Some financial literacy and basic knowledge of bookkeeping, though not mandatory.
We are looking for an individual who exudes professionalism, possesses strong problem-solving skills, and takes ownership of their responsibilities. Comfort with self-direction, delegation, and collaboration is highly advantageous.
This is a full-time, in-person role, Monday through Friday (9:30am-6:30pm).
ADMINISTRATIVE & EXECUTIVE SUPPORT:
- Efficiently handle dynamic professional and personal calendars for the Principal, collaborating with the Principal on managing competing demands and priorities.
- Schedule and initiate remote/Zoom meetings.
- Dispatch daily agendas, meeting reminders, and monitor deadlines and correspondence.
Office Administration (including, but not limited to):
- Receive, sort, and distribute mail.
- Manage incoming calls during business hours.
- Coordinate deliveries to and from the office.
- Maintain kitchen and bathroom supplies.
- Conduct basic tidying.
- Schedule and track routine maintenance, and coordinate cleaners.
- Set up the conference room for in-office meetings.
- Liaise with in-office and remote tech support for computer, server, and printer issues.
- Perform light bookkeeping and forward/track bills for the bookkeeper.
- – Maintain a grid of current clients/projects and track hours.
- – Attend to miscellaneous project-related administrative duties.
- – Assist in organizing quarterly office outings, dinners, and events.
Salary will be commensurate with experience. We look forward to reviewing your application.
Please apply by email with a cover letter, resume, and any additional materials you wish to include (such as a writing sample) in PDF format