Sr. Office Coordinator & Executive Personal Assistant

Descrizione del lavoro

Sr. Office Coordinator & Executive Personal Assistant 

We are looking for an Sr. Office Coordinator & Executive Personal Assistant to ensure the smooth running of our Milan headquarters and create a welcoming, efficient, and inspiring workplace. Reporting to the Managing Director of Rituals Italy, you will play a key role in office operations, employee engagement, and executive support.

Key responsibilities

• Oversee day-to-day office management (reception, mail, deliveries, suppliers, storage, office code of conduct)

• Coordinate office services and suppliers (cleaning, couriers, plants, Lyreco, IT equipment, supplies)

• Organize internal events and team activities, including monthly Sharing Breakfasts

• Support travel arrangements (Egencia bookings, visitors’ logistics, catering, restaurants, transport)

• Assist the Training team (booking facilities, shipping products/supplies, sending invites, preparing reports)

• Provide administrative and operational support to the MD (travel, expenses, contract signatures, meeting preparation/notes)

• Manage invoices, supplier payment and ensure compliance with procedures

• Prepare Executive Committee presentations in English

What we’re looking for

• 5+ years of experience in a similar role, with strong organizational and multitasking skills

• Excellent written and spoken communication in English

• Positive, proactive, and collaborative mindset, fostering a great workplace culture

• High level of discretion and professionalism in handling sensitive information

• Proficient in Microsoft Office, MacBook environment; accounting knowledge is a plus

Qualifiche

What we’re looking for

• 5+ years of experience in a similar role, with strong organizational and multitasking skills

• Excellent written and spoken communication in English

• Positive, proactive, and collaborative mindset, fostering a great workplace culture

• High level of discretion and professionalism in handling sensitive information

• Proficient in Microsoft Office, MacBook environment; accounting knowledge is a plus