Executive Assistant​/Office Coordinator

Position: Executive Assistant / Office Coordinator
Grafton Office

è la specializzazione di

Gi Group

dedicata a valorizzare le esperienze, le competenze e il potenziale dei candidati in ambito

Accounting, Sales, Marketing, HR, Legal, Purchasing

and

Office Management.

Siamo un team di professionisti appassionati, lavoriamo per accompagnare i nostri candidati verso le mansioni ed i contesti aziendali più coerenti con le loro competenze e le loro aspettative.

Position Summary

We are looking for an

Executive Assistant / Office Coordinator

to support the

General Manager

and the

Project Management Team (PMT)

of a major Oil & Gas project.

The role ensures smooth administrative operations, efficient documentation flow, and effective communication across a fast‑paced, multicultural project environment.

Key Responsibilities

Administration & Office Coordination

Manage calendars, meetings, and daily activities for the General Manager and PMT.
Monitor emails, support documentation workflows, and coordinate office logistics.
Prepare and update reports, presentations, and spreadsheets.
Maintain project organization charts and administrative records.
Support internal communications (HSE updates, progress reports, weekly summaries, site/yard/FATs photos).
Manage nomination letters and delegation of authority documents.
Organize team‑building initiatives.

Onboarding & People Support

Coordinate newcomer onboarding: induction workflow, announcements, contact list updates.
Prepare and follow up on mission orders, expenses, leave schedules, and timesheets.
Track administrative requests and project documentation.

Project Support

Prepare and coordinate weekly and monthly project meetings.
Support Leader Team action plans and workshops.
Administer and maintain the Project SharePoint.

HSE & Security Support

Support HSE reporting (man‑hours, anomalies) and participate in safety tours.
Manage PPE procurement and follow‑up for Milan/London teams.
Oversee Level 4 access control and POB monitoring.
Serve as a member of the Emergency Response Team.

Profile

Bachelor’s degree.
Minimum 3 years of experience in administrative support, coordination, or office management roles.
Strong organizational skills and ability to multitask with attention to detail.
Proficiency in MS Office (Outlook, Excel, Word, PowerPoint); strong Excel skills are a plus.
Good IT literacy and ability to learn new tools quickly.
Excellent communication skills; full professional proficiency in English (French is a plus).
Proactive, reliable, and able to support a busy management team.
Team‑oriented mindset and strong interpersonal skills.

Contract type:

12‑month project contract, with the possibility of renewal

Salary range:

€40,000 – €48,000 (annual gross)

Smart working:

2 days per week

Facciamo parte di Gi Group Holding ((Use the "Apply for this Job" box below)..it

) la prima multinazionale italiana del lavoro, nonché una delle principali realtà a livello mondiale nei servizi dedicati allo sviluppo del mercato del lavoro. Il nostro Gruppo è attivo nei seguenti campi: lavoro temporaneo, Permanent e Professional Staffing, Ricerca e Selezione, Consulenza HR, Formazione, Outsourcing, supporto alla ricollocazione e attività complementari. Siamo presenti in più di 30 Paesi in Europa, Asia e America con un team di oltre 6000 persone.

I valori che ci contraddistinguono: attenzione, passione, apprendimento continuo e innovazione, collaborazione, sostenibilità, responsabilità.

Consulta tutti i nostri annunci su

www.gigroup.it

Gi Group S.p.A. è autorizzata ad operare dal Ministero del Lavoro (Aut. Min. 26/11/2004 PROT. 1101 - SG).

L’offerta si intende rivolta a candidati ambosessi, nel rispetto del

D.Lgs. n. 198/2006 e ss.mm.ii. e dei Decreti Legislativi n. 215 e n. 216 del 2003 sulle parità di trattamento. I candidati sono invitati a leggere l’informativa privacy ai sensi degli artt. 13 e 14 del Reg. EU 679/2016 al seguente indirizzo