Private Family PA (hybrid), Milan, Italy

For a HNW Female based in Central Milan we are looking for an experienced bilingual (English/ Italian) Private Family PA to provide support in a hybrid role (2 days remote/ 3 days at the apartment) under a COLF contract. Must be able to drive and ideally be already based in Milan.

The role is to support the Principal and her family in Milan as well as the Private PA in the UK and staff in Switzerland.

When at the apartment the Private Family PA shares the office space with the Principal. There are three school aged children and the family employ a private chef as well as a housekeeper, there are no pets. Key for this role is to be able to anticipate and coordinate the Principal´s needs and support her, the children and the household in everyday life with a wide range of skills and a varied role. An analytical and sharp mind is essential while offering a degree of flexibility.

 

The duties of the Private Family PA

Administrative support:

• Organise assigned meetings, agendas, social events on a daily and weekly basis, managing calendar
• Take minutes, write agendas, conduct follow-ups and update contact lists
• Coordinate and work with members of the team (e.g. the Private PA, staff in Switzerland with a house manager & housekeeper)
• Handle incoming mail, correspondence and parcels
• Organize and coordinate IT matters and maintenance
• Manage back-office facilities, replenish office supplies

Family Support:

• Implement and maintain an operating environment that is focused on the family’s goals, mission, vision and values
• Assist Principal and family in daily matters and liaise with household staff
• Organising complex travel arrangements
• Booking all appointments for the family; medical, restaurants, theatre bookings etc.
• Personal shopping for the family if requested
• General administration, keeping records and filing invoices
• Organise and oversee projects, negotiate contracts, maintenance and repair works
• Coordinate HR matters including creating procedures, manuals and handbooks
• Expense management- preparing monthly cash flow/ accounts
• Liaising with schools and coordinate out of school activities
• Conduct research

Requirements of the Private Family Assistant:

• Must be legal to work in Italy and be based in Milan (or willing to move)
• Clean drivers license
• Fluency in Italian and English (French is a plus)
• Ideally have previous experience working with UHNW families and be comfortable working from a home office (with 2 remote working days)
• Proficient in Microsoft Office with advanced Excel skills
• Tech-savvy, with the ability to quickly adapt to new systems
• A collaborative team player, able to work closely with Private PA
• Ideally have an analytical mind set, able to create efficient systems

The family is looking for a candidate who is adapt and confident in supporting a busy family to high standards, able to communicate well with sound judgement and high work ethics.

Hours: Mon – Fri,  9.30/ 10am – 6pm (1 hr for lunch)

Salary:  € 71500 gross a year. The role is offered under a CCNL Lavoro Domestico (COLF) contract paying € 71500 gross a year. From this the employee pays IRPEF income tax once a year which nets the employee approx. € 4000 net (x 13 months).

To start:  as soon as possible