Executive Assistant

About the role

The Executive Assistant will provide high‑level administrative, operational, and project coordination support to Partners within an executive search consultancy based in Milan. The role ensures smooth management of search‑related activities, client and candidate interactions, and internal processes while upholding confidentiality and professionalism.

Key responsibilities

• Manage complex calendars, schedule meetings, interviews, business‑development activities and internal appointments.
• Organise domestic and international travel, including itineraries, accommodation and transportation.
• Prepare, edit and format confidential correspondence, reports, presentations and client documentation.
• Process expense reports and reimbursement requests for consultants and candidates.
• Support consultants throughout the full lifecycle of executive search assignments, coordinating logistics between clients, candidates, consultants and researchers.
• Prepare, quality‑check and distribute client‑facing deliverables such as progress reports, proposal letters, confidential reports and candidate presentations.
• Coordinate candidate and client interviews, monitor project timelines and ensure deadlines are met.
• Maintain accurate records of search activities, communications and documentation in internal systems.
• Collaborate with finance to support billing, invoicing and expense management.

Required profile

• Previous experience as an Executive Assistant, Team Assistant, Project Coordinator, Search Coordinator or a similar role within executive search or professional services.
• Strong organisational and coordination abilities with meticulous attention to detail.
• Sound judgment, ability to manage multiple priorities in a fast‑paced environment.
• Problem‑solving mindset, adaptability and proactive anticipation of challenges.
• High level of discretion and professionalism when handling confidential information.

Required skills

What we offer

• Opportunity to work closely with senior partners and high‑profile clients in a dynamic consulting environment.
• Exposure to international executive search projects.
• Professional development and networking within the industry.