Executive Assistant – Milan Full Time

At AlixPartners we solve the most complex and critical challenges by moving quickly from analysis to action when it really matters; creating value that has a lasting impact on companies, their people, and the communities they serve. We prize diversity and inclusion, the intellectually curious, the inventive, and the forward-thinking. We invite you to influence the way we work and define the way we embrace tomorrow. By understanding, respecting, and honoring the needs of our employees, clients, and communities, AlixPartners actively promotes an inclusive environment. We strongly believe in the value that diversity brings to our experiences and are committed to the perpetual enhancements of initiatives, policies, and practices. We hold ourselves accountable by providing the space for authenticity, growth, and equity for everyone. 

AlixPartners has embraced a hybrid work model to provide flexibility and support our employees’ work-life integration. Our hybrid model combines a mix of in-person (at client site or AlixPartners office) and remote working. Travel is part of this position, but the frequency may vary based on client, team, and individual circumstances. 

What you’ll do 

The main focus of this role is to provide support to our PMDs across a range of duties and ad-hoc tasks within the Milan office. The role reports to the Milan Office Manager.

The role requires strong organizational skills and high attention to detail as well as excellent command of the English language, both verbal and written. Role holders will need to be confident liaising with clients and dealing with senior-level individuals both internally and externally. The individual must demonstrate exceptional interpersonal skills and be always approachable and enthusiastic yet professional.

The successful candidate will have a hands-on proactive attitude and be comfortable working independently, taking the initiative to get things done. A flexible approach is essential as well as the ability to anticipate the needs of PMDs coupled with confidence in delivering high standards of service at all times. Tasks will include: 

• Providing high standards of administrative support to AlixPartners Partners and Managing Directors; the role demands a very high level of proactivity, self-motivation, and attention to detail as well as the aptitude to work as part of a team.
• Excellent written and verbal Italian and English languages are essential, bilingual Italian-English and any other language skills are an advantage.
• Complex diary management including organizing internal and external meetings and managing any logistics that may be required.
• Taking responsibility for all aspects of arranging travel and accommodation including coordinating visas, booking flights, hotel accommodation, car transfers and taxis, producing travel packs and itineraries, and justifying related expenses.
• Managing the inbox of PMDs (if required), dealing with correspondence such as prioritizing emails, drafting emails and letters, and preparing documents.
• Drafting engagement letters and coordinating with Legal, Finance, and other involved stakeholders where required.
• Developing a good understanding of our firm to support business development activity including organizing internal meetings/lunches/client-facing team building.
• Following up on PMDs engagements, ensuring focus progress checking compliance with internal and external processes.
• Working collaboratively with other assistants, other offices, and departments where necessary.
• Organizing internal events such as management away days, community conferences, team-building activities, lunches, and staff events, as required. This may involve setting budgets, sourcing venues, negotiating rates, liaising with the chosen venue, and overseeing logistics for the event such as sending invitations, ensuring budgets vs expenditures are reconciled and processed, compiling mailshots and marketing packs.
• Supporting the Office Manager, helping other Assistants where necessary, and providing cover for holiday/sickness.
• Ability to identify/implement new processes if required.
• Producing, designing, formatting, and collating documents in Word, Excel, and PowerPoint.

This list is not prescriptive and could include a variety of tasks which will be dependent on the needs and requirements of specific consultants.

What you’ll need: 

• Prior experience supporting senior executives, in a similar professional environment, is required.
• Strong Microsoft skills (advanced working knowledge of Word, Excel, and PowerPoint).
• Fluent Italian and English language skills.
• Excellent organizational skills - ability to manage time, prioritize conflicting demands, multitask, and work to tight and structured deadlines.
• Ability to build close working relationships with the relevant consultants to anticipate future needs.
• Highly proactive, self-motivated, and can-do approach with the ability to work on own initiative as well as within a team.
• Ability to learn new systems and processes quickly and the desire to pick up new skills.
• High level of accuracy and attention to detail.
• Outstanding communication skills (verbal and written).
• Discreet and able to handle highly sensitive information in confidence.
• Excellent interpersonal skills – confident at dealing with senior individuals within the business, approachable and with a good sense of humor.
• A flexible approach to adapt to changing business needs and workflow.
• Willingness to work outside of normal business hours, and in particular as unique projects/needs arise.
• Ability to work full-time in an office and remote environment.
• Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization.Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization

The salary range for this role takes into account a number of factors and is between EUR 42,000/year – EUR 45,000/year gross. Bonus opportunity linked to key performance indicators ranging from EUR 1,000/year – EUR 2,000/year gross. In addition, you may be eligible for a discretionary bonus. Employment terms and benefits are governed in accordance with the applicable National Collective Bargaining Agreement (CCNL).