Sr. Office Coordinator & Executive Personal Assistant
- Full-time
- Rituals Job Grade HO: 12
- Rituals Job Family: Coordination & Support
- Reparto: Local Head Office
- Head Office Department: Customer Relations - Management
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
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