The Role:
SERVICE DESCRIPTION
Executive Administrative Assistance Services
CONTEXT
As part of the Project, our client is looking for the provision of Executive Administrative Assistance Services to support its Onshore team.
SERVICES to be performed in COMPANY's premises in Milan, Italy.
Tentative SERVICES start date: October 2020.
No domestic or international relocation, nor travel requirements for the SERVICE performance.
SERVICES schedule: residential full-time.
TASKS TO BE PERFORMED
Administrative support for the Onshore Vice President (referred to as COMPANY Representative) and the VP's direct reports
based in Milan Office, including but not limited to, on the following subjects:
Provide advanced and diverse administrative support to COMPANY Representative
Maintain smooth operation of the office
First point of contact for company executives and employees, as well as external guests/entities
Schedule meetings, events and catering (both internal and external) utilizing a wide array of resources and electronic media
Diary Management
Screen and direct calls appropriately
Prepare, submit and track expense reports
Order office supplies, business cards and stationery
Handling incoming/outgoing departmental mail; coordinate internal office moves with facilities
Generate, distribute, consolidate feedback on various meeting minutes through finalization
Provide translation services of diverse documentation as required.
Create and generate reports, presentations, miscellaneous correspondence and spreadsheets as required
Maintain both electronic and hard copy files
Coordinate and book travel as needed
Apply and maintain visa/passports
Interface and support Admin Assistants in Maputo, Houston, Paris.
Act as back-to-back with the team assistant in case needed.
Serve as a liaison between executive staff and other departments, maintain database integrity, work independently to meet deadlines and complete projects.
Other duties as assigned by COMPANY Representative
DELIVERABLES
Daily, weekly and monthly Progress Reports,
Final Report.
TECHNICAL REQUIREMENTS
High school diploma or equivalent required. Advanced course work or an Associate's degree highy recommended by COMPANY.
A minimum of eight years (preferably 10 years or more) of related administrative support experience is required.
Fluency in both English and Italian, spoken and written.
Experience in supporting an executive or experience in an oil and gas environment strongly preferred.
Familiarity with working in an international and multicultural environment strongly preferred.
Proficiency in advanced usage of Microsoft Office products (Word, Excel, PowerPoint, Access, Internet Explorer and Outlook).
Capacity of interface with diverse groups of people, both internal and external to the company.
Experience in international travel management: visa and passport applications as well as creating detailed itineraries
About Fircroft:
Fircroft has been placing people in specialist technical industries for over 50 years, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.
Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.