Executive & Compliance Assistant

Overview

This position serves as the primary Executive Assistant to the Global Head of Internal Audit and Compliance, acting as a strategic partner in managing the executive's agenda and priorities.

Simultaneously, the role provides comprehensive administrative and operational support to the wider Internal Audit, Compliance, and Data Privacy teams.

This is an indispensable role requiring a mastery of global operational tools and the ability to act as a "go-to" reference for key internal stakeholders including Board Members, Finance, Legal, HR, Commercial and Procurement.

Main Activities & Responsibilities

Executive Assistance to the Global Head

Strategic Calendar Management:

Manage complex calendars and itineraries, ensuring the Global Head's schedule aligns with strategic priorities.

Travel Management:

Manage end-to-end travel arrangements and detailed itineraries for senior management.

Gatekeeping & Representation:Act as the primary point of contact for the Global Head, liaising with colleagues, global affiliates, clients, consultants and visitors.

Strict Confidentiality & Discretion

Sensitive Information Management:

Maintain the highest level of confidentiality and discretion at all times.

Data Integrity:

Handle sensitive internal communications and documentation with strict adherence to privacy standards.

Supervisory Body (ODV)

Support:

Manage sensitive administrative tasks for the Supervisory Body, including Certified Email (PEC) monitoring and contract management.

Departmental Operations & Logistics

Global Event Planning:

Lead logistics for corporate and global events, including the Bi-Annual Compliance Meeting and cross-functional workshops.

International Coordination:

Provide dedicated logistics support for colleagues in Spain, Germany, US and APAC, managing regular meetings/calls and accommodations.

Meeting Coordination:

Coordinate meetings by managing room reservations and catering requirements when needed,

Core Administration:

Perform essential duties including correspondence, filing, and handling calls.

Financial & Project Administration

Budget & Expense Management:Assume responsibility for expense management for selected team members and support budget operations by tracking actual expenditure versus budgets.

Procurement

Support:

Process invoice payments, liaise with external consultants, and support vendor/client engagement processes. Maintain the Department contract file.

Vendor Liaison:

Serve as a direct liaison with vendors to ensure seamless service delivery.

Job Requirements

Education & Experience

Academic Background:

Master's Degree.

Experience:

Solid previous experience in administrative management within international contexts and across different organizational levels is preferred.

Language Skills:

Proficiency in English and Italian (both written and spoken) is mandatory.

Technical & Professional Skills

Technical Proficiency:

Highly skilled in office productivity tools and corporate software platforms.

Organizational Mastery:

Exceptional skills in managing multiple projects simultaneously and developing efficient filing/archiving systems.

Cross-Functional Coordination:

Skilled at managing priorities within a highly interconnected corporate framework.

Personal Attributes & Flexibility

Confidentiality:

Must demonstrate the highest level of discretion, responsibility, and conscientiousness.

Flexibility & Travel:

The role requires significant flexibility to adapt to changing business needs. Availability to travel (domestic and international) is required to support global events and senior management needs.

Soft Skills:

A proactive individual with high learning agility, strong multitasking skills, and a collaborative, team-oriented mindset.