Office Manager

You will need to login before you can apply for a job. At M&G our purpose is to give everyone real confidence to put their money to work. As an international savings and investments business with roots stretching back more than 170 years, we offer a range of financial products and services through Asset Management, Life and Wealth. All three operating segments work together to deliver attractive financial outcomes for our clients, and superior shareholder returns. Through our behaviours of telling it like it is, owning it now, and moving it forward together with care and integrity; we are creating an exceptional place to work for exceptional talent. We will consider flexible working arrangements for any of our roles and also offer work place accommodations to ensure you have what you need to effectively deliver in your role. The Role The Office Manager will ensure smooth day-to-day operations of the office and will provide high-level administrative support to the Country Head. This includes managing schedules, overseeing operations of the office and coordinating meetings/handling communications. The role involves liaising with internal and external stakeholders, managing office supplies, and ensuring a well-organised and efficient work environment. The ideal candidate will be proactive, detail oriented, and capable of multitasking in a fast paced, dynamic setting. Key Responsibilities Oversee daily operations, including managing office supplies, facilities, and vendor relationships to ensure a smooth and efficient working environment. Providing office management and team support across all the functions. Provide comprehensive administrative assistance to the Country Head, including managing calendars, scheduling meetings, and prioritising tasks. Communication Management - handle phone calls, emails and correspondence on behalf of the Country Head, ensuring timely response and proper follow up. Organise and coordinate meetings, prepare agendas and ensure logistical measures are in place. Making travel arrangements/itineraries/schedules (Hotels/Flights/Taxi's/TGV etc.). Update Business presentations and support Country Head in providing MI to senior management. Provide input into Luxembourg project teams regarding office management. Perform work-related errands and support ad-hoc information requests where required. Handle sensitive information with the utmost confidentiality and professionalism. Project support: Assist with ad-hoc projects and initiatives as directed by the Country Head, ensuring deadlines are met and outcomes achieved. Organise events, team meetings, and conferences, managing logistics and ensuring smooth execution. Oversee the booking and management of meeting rooms, ensuring they are properly set up, equipped, and maintained for meetings and events. Preparing invoices for accounting. Manage and process expenses in a timely manner, ensuring accuracy and compliance with company policies. Track and report expenditure for budgeting and financial reporting purposes. Database maintenance; update mailing lists, saving and filing marketing materials on shared drive. Coordination of health & safety procedures for the Italian office (e.g. company doctor visits etc.). Key Knowledge, Skills & Experience Strong verbal and written communication skills in Italian and English with the ability to interact with internal and external stakeholders. Proven experience in providing high-level administrative support, ideally within an Office management or Assistant role preferable. Experience within financial services/asset management desirable. Ability to manage multiple tasks and priorities efficiently, ensuring deadlines are met and operations run smoothly. Experience coordinating meetings, events and managing office logistics. Strong problem-solving skills, discretion, and the ability to manage multiple priorities. Self-sufficient and proactive with the ability to demonstrate initiative and work independently. High attention to detail, especially in document management, processing expenses, and handling confidential information. Excellent knowledge of MS-Office Suite. Team player with flexibility, adaptability, and the ability to maintain professionalism under pressure. J-18808-Ljbffr

Location: provincia-di-milano, IT

Posted Date: 2/4/2025