Office Manager

Position Summary: The Office Manager provides assistance to the Project and Project Management. Duties include clerical assistance with correspondence, assistance with Joint Venture Board activities; and secretarial support as well as routine office related functions. Responsibilities Assists the Project Management of their schedule, utilizing MS Outlook (planning/arranging events and meetings). Provides administrative support to the company Management in a variety of capacities, including screening incoming calls and correspondence and responding independently when possible. Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget. Prepares confidential correspondence, reports and other complex documents. Performs complex and confidential secretarial functions including composing correspondence. Responds to routine external correspondence. Types emails, purchase requisitions, payment requests, travel requests and other department forms and documents. Creates and maintains database and spreadsheet files. Arranges complex and detailed travel plans and itineraries, compiles documents for travel related meetings. Prepares Executive Team’s expense reports and monthly reimbursements. Maintains confidentiality of all corporate, personnel and research matters. Reconciles corporate credit card accounts. Assist, when necessary, with the IT support for video conference calls for meetings. Configures telephone equipment and coordinates telephone service with network supplier. Maintains essential inventory of office supplies, and ensures good working order of office equipment and efficient running of office. Evaluates and recommends purchase or leasing of office equipment. Other duties as required from time to time. Knowledge, Skills, and Abilities Problem solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality. Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things. Oral communication – the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills. Written communication – the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information. Planning/organizing – the individual prioritizes and plans work activities and uses time efficiently. Quality control - the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality. Adaptability – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events. Dependability - the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Experience/Qualifications: Preference for candidates with secretarial and/or certificate or equivalent experience. 5 year experience with customer service principles and practices. Customer focused and able to nurture positive customer relationships. Highly organized and with a high degree of attention to detail. Organizational, communication and high level of confidentiality qualifications. Working experience with customer service principles and practices.

Location: Ravenna, Emilia-Romagna, IT

Posted Date: 7/10/2025