Executive Assistant – South Europe (Milan)

About the role

This position provides high‑level administrative support to the South Europe Leadership Cross‑Segment team based in Milan, as well as to regional and global senior leaders operating from Italy. The Executive Assistant ensures smooth day‑to‑day operations, manages complex calendars, and coordinates travel and events for senior executives.

Key responsibilities

• Maintain and update the leadership team’s calendars, aligning meetings with annual priorities.
• Organise travel arrangements, including flight tickets and accommodation, through the designated travel agency.
• Prepare and process expense reports for the PN SE Cluster GM.
• Act as the primary contact for contract signatures and route legal or official communications to the appropriate leader.
• Collaborate with senior leadership coordinators across Mars companies to ensure alignment.
• Support the CALM process and translate internal documents as needed.
• Create purchase orders in the Ariba system for leadership‑related suppliers.
• Coordinate special initiatives such as the Christmas gift program for associates.

Required profile

• Strong organisational abilities and attention to detail.
• Flexibility to adapt quickly to changing priorities.
• Proactive problem‑solving mindset.
• Excellent collaboration skills with senior leaders and cross‑functional teams.
• Ability to handle confidential information with discretion.

Required skills

• Proficiency with the Ariba procurement system.