Assistant Office Manager - Maternity leave cover

The role of the Assistant Office Manager is responsible for the smooth day to day running of the Milan office and also provides administrative support to Milan staff as well as carrying out a range of other operational duties.

The duration of the contract is 12 months.

Primary Duties

Office support

• Organising and maintaining diaries and conference calls

• General administration including organising a filing system, photocopying, scanning, binding of presentations, updating company contact databases, folders, calendars. 

• Managing all incoming and outgoing post/deliveries/couriers

• Make extensive International and domestic travel bookings 

• Dealing with incoming calls and directing or taking messages as necessary

• Document signing management

• Corporate stationary

• Liaising with Notary for collecting notarial deeds

Finance Support

• Administrative support, implementation and user championing of the Web expenses: 

- Monthly expenses reclaims

- Costs recharges

- Credit cards

IT Support

• Ad-hoc IT support and dealing with queries on:

- Egnyte: user permission resolution, housekeeping of company intranet

- Teams: manage internal sharing 

• Mobile contracts management and dealing with new phone set ups, paperwork and queries

• Laptop set ups

Secondary duties

• Supporting Senior Executive Assistant with tasks such as event planning and office facilities

• Assist with H&S as required

• Execute ad-hoc duties and provide support to the wider team

• Archiving      

The above list is not exhaustive.