Team Assistant incl Office Management (m/f/d)

Proxity is a newly created real estate asset management platform, founded by Blackstone. Headquartered in Frankfurt, Proxity owns and manages a wide range of logistics real estate properties in metropolitan regions across Continental Europe, the Nordics and Ireland. With approximately 500 assets and development projects in 12 countries comprising over 7 million square metres, our extensive network serves as a backbone for our customers’ operations, ensuring reliable goods movement and seamless access to their markets.

The Team Assistant including Office Management tasks will play a critical role in supporting the smooth day-to-day operations and running of the Milan office, ensuring a productive and welcoming environment for our team and visitors, with a particular focus on assisting the Head of Italy and the wider asset management and corporate functions especially Office Management. This position requires a high level of reliability, attention to detail, and organizational efficiency, and is well-suited for a proactive individual who thrives in a dynamic, fast-paced, international environment.

The ideal candidate has 3+ years of experience in a similar administrative or team assistant role, ideally in a real estate or professional services setting.

Key Responsibilities

1. Administrative & Organizational Support

• Provide proactive administrative assistance to the Head of Italy and selected members of the leadership team.
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Support team travel arrangements, including booking transportation and accommodation, managing travel expenses, and preparing itineraries.

2. Office Coordination / Operations

• Assist in managing the day-to-day functioning of the Milan office, supporting a team of up to 10 people.
• Liaise with external vendors, facility management, and service providers to ensure a professional office environment. Ensure the office is well-maintained, stocked, and functioning efficiently.
• Support onboarding of new employees by coordinating desk setups, IT access, and welcome materials in close collaboration with central IT & HR.
• Oversee health & safety compliance and emergency procedures for the Milan Office.

3. Meeting & Event Preparation

• Coordinate meeting rooms, organize team meetings, prepare agendas, take meeting minutes, and follow up on action items.
• Support the planning and logistics of internal events, workshops, and external visits for the Milan Office.

4. Document & Communication Management

• Prepare, proofread, and format presentations, reports, and correspondence in Italian and English.
• Handle confidential information with discretion and maintain accurate filing systems (both digital and physical). Maintain office documentation and records.
• Support invoice processing and administrative coordination with finance as needed.
• Monitor office-related expenses and assist with budget planning.
• Foster a positive office culture and support internal communication.

Candidate Profile

Qualifications & Experience

• 3+ years of experience in a team assistant , executive assistant , office management or administrative coordinator role, ideally within real estate, or professional services.
• Experience working in a dynamic, international office environment with multiple stakeholders and priorities.
• Fluency in Engish and Italian is required; other languages (especially German) are an asset.
• Proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with expense and travel systems like TravelPerk is a plus.

Skills & Competencies

• Highly organized with strong time-management and multitasking skills.
• Detail-oriented with a proactive, solution-oriented approach to problem solving.
• Strong communication and interpersonal skills, with a service-oriented mindset.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Flexible and collaborative team player who enjoys supporting others and contributing to a positive office culture.