Executive Assistant

Who are we?

MotorK is the leading sales and marketing technology company in Europe, specialising in the automotive sector. At MotorK, our mission is to empower manufacturers and dealerships to sell more with innovative, cloud-based products and services to offer the best digital customer experience.

We are on a fast and ambitious trajectory and serving 90% of the automotive manufacturers internationally. 

We’re looking for an Executive Assistant to join our Milan office. The person will be responsible to enhance the executive's effectiveness by providing information management support, managing multiple projects and conducting other duties as assigned.

The role

In this role, the Executive Assistant will provide high level support to two members of the Executive Team, our Company President and Executive Chairman. This key role will also have a broader operational scope, including facilities coordination and the management of the Office Management team (two members). 

In this role you will: 

• Provide day-to-day administrative and operational support to both Executives, including calendar management, travel arrangements, meeting coordination, and expense reports.
• Act as a gatekeeper and point of contact between the Executives and internal/external stakeholders.
• Cross departmental functions, liaising with multiple departments: Finance, HR, Marketing and Events, Legal. 
• Prepare presentations, reports, and briefing documents ahead of meetings.
• Ensure effective follow-up on action items and deadlines across multiple departments.
• Handle confidential information with the utmost integrity and professionalism.
• Support in organizing Board meetings, investor relations calls, and high-level events.
• Manage the relationship with company providers (catering, suppliers etc).
• Support with ad hoc projects. 
• Coordinate and manage the Office Management team. 

Our ideal Executive Assistant has previous experience in a fast-paced, dynamic environment, working closely with C-level executives or high-net-worth individuals (HNWIs), ideally coming from a five-star hospitality or corporate background. As well as: 

• Exceptional organizational and time-management skills, capable of prioritizing and managing multiple tasks concurrently.
• Excellent written and verbal communication skills, demonstrating a high degree of professionalism and discretion.
• Proven experience in coordinating schedules, travel, and meetings across different time zones.
• Fluency in English and Italian, other languages will be considered a plus.
• Resiliency and strong sense of adaptability to ever changing priorities. 
• Proactivity, solution oriented mindset and ability to anticipate needs. 
• Flexibility and ownership mindset 

Work pattern and location

• 40 hours a week, permanent  
• Monday to Friday 
• Hybrid working pattern 
• Office based in Milano Lambrate 
• Additional travel (business trips) may be required 

• Meal vouchers (for each day worked)
• Three days of onboarding in our Milan office, with evening team building event
• Food canteen on site
• Bi-monthly appointment for collaboration days, with free breakfast in the office
• Company benefits including discounts on famous brands
• Internal training paths and support with external education
• Diverse and dynamic environment, with plenty of opportunity to grow and make an impact 

MotorK is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any kind. Our company is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at MotorK are based on business needs, job requirements, and individual qualifications, without regard to race, colour, religion or belief, age, family or parental status, or any other status protected by the laws or regulations in the locations where we operate.