Junior Assistant role supporting top management at Havas. Handling administrative tasks and organization of meetings in a hybrid work environment in Milan.
About the role
- Executive Assistant providing comprehensive administrative support to senior executives at Guardian. Managing schedules, travel arrangements, and coordinating meetings in a fast-paced environment.
Responsibilities
- Provide day‑to‑day administrative support, ensuring smooth execution of schedules, meetings, and travel.
- Proactively manage calendars, schedule meetings, coordinate internal and external appointments, and resolve scheduling conflicts.
- Coordinate all travel arrangements, including flights, ground transportation, hotel accommodations, and itinerary preparation.
- Process and submit expense reports accurately and in a timely manner, ensuring compliance with company policies.
- Arrange meeting logistics, including conference rooms, virtual meeting links, materials, and audio‑visual support as needed.
- Prepare routine correspondence, meeting agendas, presentations, and administrative documents.
- Monitor administrative requests, responding or routing items appropriately and with a sense of urgency.
- Maintain organized records, files, and documentation related to meetings, travel, and administrative activities.
- Handle sensitive and confidential information with discretion and professionalism.
- Provide administrative support for occasional meetings, offsites, and events, including coordination with internal/external partners and vendors.
- Assist with additional administrative tasks and ad‑hoc assignments as needed.
Requirements
- Bachelor’s degree or equivalent administrative experience.
- Proven experience providing administrative support to senior leaders or executives.
- Strong organizational and time-management skills with attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Experience managing calendars, coordinating travel, and supporting meetings.
- Working knowledge of virtual meeting platforms and basic audio-visual setup.
- Ability to manage multiple administrative tasks while meeting deadlines.
- Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
- Flexibility to adjust hours occasionally to support executive schedules.
Benefits
- Health insurance
- 401(k) matching
- Flexible work hours
- Paid time off
- Professional development opportunities
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