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