Executive Assistant

Key Responsibilities

Executive & Personal Coordination Manage complex, multi-timezone calendars for both principals using Google Calendar, ensuring all commitments are confirmed, prepared for, and followed up Coordinate Zoom and virtual meetings end-to-end: scheduling, technical setup, agenda preparation, and post-meeting follow-up Own and drive to-do lists and action trackers for both principals, assigning deadlines and proactively chasing completion — with zero tolerance for items falling through the cracks Handle confidential correspondence, emails, and communications on behalf of both principals, prioritising and routing appropriately Prepare briefing documents, meeting notes, research summaries, and presentations as required Organise significant long and short-haul travel for both principals, family members, and staff when required.

Household & Family Management Oversee the smooth running of the Milan household and coordinate with the wider support team (housekeeping, maintenance, drivers, security, etc.) Manage school schedules, extracurricular activities, and logistical needs for two teenage children, liaising with schools and external parties as needed Plan and coordinate family travel, including complex international itineraries, visas, accommodation, ground transport, and contingency planning Manage household vendors, supplier contracts, invoices, and service schedules — track renewals, payments, and performance Source and manage domestic service providers; oversee household projects and renovations end-to-end

Administrative & Financial Oversight Maintain organised digital and physical filing systems across all personal and family domains Track expenses, reconcile receipts, and liaise with accountants or financial advisors as required Manage subscriptions, memberships, insurance, and other recurring administrative obligations Conduct research, price comparisons, and vendor assessments before recommending solutions

Technology & AI-Enhanced Productivity Champion the use of AI tools (e.g. ChatGPT, Claude, Notion AI, and emerging platforms) to increase personal and team efficiency Build and maintain systems for task management, note-taking, and project tracking using digital tools with clear deadlines and accountability Support both principals in adopting new tools and workflows; proactively identify opportunities to automate or streamline recurring tasks Stay current with technology trends relevant to high-performance household and executive support

Team Coordination Act as the primary point of coordination between the principals and all support staff (virtual assistant, household staff, external providers) Delegate, follow up, and hold others accountable to agreed standards and timelines Escalate appropriately and never let an issue go unresolved

What We Are Looking For

Essential Qualities Relentlessly organised — you thrive on structure, systems, and lists Proactive follow-through — you close loops, chase actions, and never need to be chased yourself Trustworthy and discreet — you handle sensitive family and business information with absolute confidentiality Calm under pressure — you manage complexity without becoming a source of additional stress Self-motivated — you take ownership, spot problems before they happen, and propose solutions Emotionally intelligent — you read the room, adapt your communication style, and build strong relationships with the whole family Flexible — you embrace a dynamic, ever-changing environment and last-minute priorities

Technical Skills Expert-level proficiency with Google Calendar, Gmail, and Google Workspace Confident with Zoom, WhatsApp, and standard communication platforms Strong command of time zones and international scheduling Skilled in digital note-taking and task-management tools (e.g. Notion, Todoist, Asana, or similar) with the discipline to maintain real deadlines and owners Active user — or enthusiastic learner — of AI productivity tools; self-motivated to stay ahead of the curve (training and courses fully supported by the family)

Experience Minimum 5 years in a senior PA, EA, or Chief of Staff role supporting high-net-worth individuals, C-suite executives, or private family offices, senior private equity executives, senior partners at a law firm, or senior investment banking executives. Proven experience managing both professional and personal/household responsibilities simultaneously Experience working across multiple time zones and with international travel logistics Demonstrated track record of managing and coordinating a support team Fluent written and spoken in English and Italian Experience in communication standards both written and oral to other CEOs, business leaders etc

What We Offer A senior, trusted position at the heart of a high-achieving, international family Competitive remuneration commensurate with a highly experienced and competent candidate Full investment in your professional development, including AI courses and technology training Direct, daily access to both principals with real decision-making support A dynamic, varied role — no two weeks are the same The opportunity to build and shape the support infrastructure from the ground up