Administrative Assistant (temporary contract) 1

Your mission:

We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our office.

Reporting to the Brand Director, the Administrative Assistant will be responsible for providing comprehensive administrative support, managing transversal projects, and ensuring the smooth execution of office activities.

The responsibilities of this position include:

• Assist with internal procedures including finance requests (e.g.: purchase orders, payment requests, etc.) maintaining expense sheets, and tracking payment progress
• Process and monitor invoices, expenses, and other financial documentation
• Provide scheduling support to the Brand Director including booking appointments, meetings, and managing travel arrangements (itineraries, expenses, etc.)
• Assist in the preparation of meetings, including creating agendas, gathering materials, and recording minutes
• Support event organization and facilitate local team activities (e.g.: retail team meetings/partners meetings, team-building events, etc.)
• Prepare correspondence, reports, and presentations as needed
• Assist in planning and organizing visits of visitors
• Liaise with HQ, partners, and local agencies on various topics including training arrangements
• Liaise with vendors, service providers, and clients as necessary for specific orders and services
• Provide ad-hoc project support to the office team
• Perform general office and clerical duties to ensure the smooth operation of the office

Candidate Profile

• Bachelor’s degree in Business Administration or related field
• Previous experience in a fast-paced office environment, ideally 5 years of experience in a similar role
• Proven experience as an administrative assistant, office assistant, or in a similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and time-management skills, with the ability to multitask and prioritize tasks effectively
• Effective communication and written skills
• Very organized, attention to details
• Ability to work independently and collaboratively in a team environment.
• Fluent in English (additional language skills such as Italian or Arabic are a plus)