Office Assistant

The employer is looking for a:

Executive Assistant, Office of the President (reported profession)

Tasks:

• management of agendas, meetings and appointments
• coordinating national and international travel, including itineraries, accommodation, visas where required, reimbursements and related logistics
• supporting special projects and performing other tasks consistent with the responsibilities of the Office of the President and the mission of the institution
• drafting, reviewing, formatting and distributing correspondence, reports, presentations and other executive documents in English and Italian
• supporting Presidency and Advancement events by coordinating invitations, registrations, venues, catering, travel, audiovisual needs and event materials
• maintaining archives of institutional reports, supporting documentation and historical records
• collaborating in the collection and organization of institutional data from academic and administrative units
• welcoming visitors, answering and directing telephone calls for the Office of the President
• monitoring projects, requests, deadlines and actions to be carried out on behalf of the Office of the President, ensuring timely follow-up with the relevant offices

Requirements:

• person with solid administrative skills, good judgment, discretion and a service-oriented approach
• commercial apprenticeship (AFC/EFZ), higher professional training, degree or equivalent professional preparation
• at least three years of administrative or executive support experience with progressively increasing responsibilities, preferably supporting senior leadership
• excellent organizational, planning and project and process coordination skills, with a proven ability to manage multiple projects, deadlines and stakeholders in a dynamic environment
• excellent written and oral communication skills in both English and Italian
• ability to exercise good judgment, maintain utmost confidentiality and manage sensitive information with discretion
• solid interpersonal skills and a professional and service-oriented approach in relations with colleagues, trustees, visitors and external stakeholders
• excellent knowledge of Microsoft 365 and common office technologies
• ability to work independently, take initiative, solve problems and adapt to changing priorities

Preferential experiences:

• experience in university, nonprofit or international organizations
• experience supporting executive leadership and/or governance bodies
• experience in coordinating institutional or donor events
• familiarity with CRM, survey systems or institutional information systems (e.g., Slate, Qualtrics or similar platforms), along with good proficiency in Excel and other reporting tools
• experience supporting accreditation, assessment or institutional effectiveness initiatives

Employment details:

• workplace Sorengo
• employment 50-70%
• start immediately, permanent contract
• salary to be agreed upon