Executive Assistant – Supply Department (Milan)

About the role

We are seeking an experienced Executive Assistant to support senior managers in our Supply department at BESTSECRET’s Milan office. The role is pivotal in ensuring smooth daily operations, acting as the central coordination hub for executives, teams and external partners.

Key responsibilities

• Manage complex executive calendars, prioritize tasks and handle last‑minute changes efficiently.
• Coordinate end‑to‑end business travel, preparing detailed itineraries in line with company policies.
• Handle correspondence, act as a trusted liaison between executives, internal teams and external stakeholders.
• Prepare high‑quality presentations, reports and oversee expense reporting and other core administrative processes.
• Organise meetings and events, ensuring flawless logistics and a positive participant experience.
• Anticipate needs, proactively address challenges and support fast‑paced decision‑making.
• Oversee office operations, including vendor management, supplies, onboarding support and maintaining a well‑functioning workplace.

Required profile

• Minimum 5 years of experience as an Executive Assistant or in a similar role supporting senior leadership in an international, fast‑moving environment.
• Proven ability to manage complex calendars, travel arrangements and multiple priorities simultaneously.
• Strong stakeholder management skills with confidence interacting with senior executives and external partners.
• High level of discretion and professionalism when handling confidential information.
• Excellent organisational skills, attention to detail and a proactive, solution‑oriented mindset.
• Fluency in English and Italian; French is a plus.

Required skills