EA / Office Manager

About the Role:

A unique and prestigious opportunity has arisen for a high-calibre Executive Assistant & Office Manager to join the newly established Milan office of a world-renowned private equity firm, supporting both a globally active Co-Founder (UHNWI) and a local Principal.”

The role requires an experienced, discreet, and solutions-oriented individual who will act as the right-hand person to the Co-Founder — providing exceptional executive support, managing a demanding international schedule, and acting as a trusted representative in the Milan office. Additionally, the successful candidate will take full ownership of the smooth running of the Milan office, ensuring a polished and professional environment for both clients and the internal team.

Key Responsibilities:

Executive Assistant to the Co-Founder (UHWNI) & Head of Milan:

• Act as the primary support to the Co-Founder & Head of the Milan office, managing a complex and frequently changing international calendar, including meetings, calls, and events across multiple time zones.
• Organise and coordinate extensive global travel, including flights, accommodation, itineraries, visas, and logistics.
• Prepare and edit high-level documents, reports, and presentations for internal and external use.
• Monitor and respond to emails and messages on behalf of the Co-Founder with a high degree of discretion and autonomy.
• Handle expenses, invoices, and reporting efficiently and accurately.
• Liaise professionally with global stakeholders, clients, investors, and senior executives, often acting as a gatekeeper and representative of the Co-Founder in their absence.
• Provide occasional Private PA support, which may include reservations, personal errands, or property-related logistics.

Office Management – Milan Office:

• Oversee the daily operations of the Milan office, ensuring a high standard of organisation, presentation, and service.
• Manage relationships with all office vendors and suppliers (IT, cleaning, maintenance, etc.) to maintain a fully functional work environment.
• Stock and maintain the office kitchen and supplies, ensuring readiness for meetings and guests.
• Act as the first point of contact for visitors, providing a warm, polished, and professional welcome to high-profile clients and VIP guests.
• Answer the office phone, manage deliveries, and coordinate any facility issues with the property management team.
• Support internal meeting and event coordination for the local team.
• Coordinate any office improvements, space planning, or facilities projects as the Milan office grows.

Requirements:

• Minimum 5–8 years of experience in a similar Executive Assistant and/or Office Manager role, ideally within a Family office, private PA to an (UHWNI), financial services, private equity, or a fast-paced international environment.
• Bilingual fluency in Italian and English is essential – both written and spoken.
• Proven ability to manage high-level executive support duties with discretion, resilience, and a proactive mindset.
• Comfortable managing frequent changes, ambiguity, and the fast-paced nature of senior leadership roles.
• Milan office based: Mon-Friday 5 days a week in office.
• Strong organisational skills with exceptional attention to detail and time management.
• Professional, polished, and confident with excellent interpersonal and communication skills.
• Flexible and proactive, with a service-oriented approach and the ability to handle occasional out-of-hours support when needed.

What’s Offered:

• Excellent base salary + bonus and package
• The opportunity to work in a prestigious and international private equity environment.
• Close exposure to senior leadership and the inner workings of high-level strategic decision-making.
• A newly established, beautifully located office in central Milan.
• Dynamic and international team culture with long-term growth potential.

If you're ready to take the next step in your career and join a dynamic team, please apply we’d love to hear from you.