PA/Office Manager (Italian speaker)

Office Manager / PA - Italian Speaker
London
Salary: c. £60,000 - £70,000 DOE
 
One of our private clients requires an experienced, highly organised and resilient Office Manager / PA to join an established, London-based design practice. This is a full-time, predominantly office-based position, Monday to Friday, 9am to 5pm, combining responsibility for the day-to-day running of the business with private PA support to the practice's founder.
The practice is small and close-knit, comprising a team of freelance and office-based designers supported by a remote bookkeeper and external accountant. This is a broad and autonomous role for someone who will take genuine ownership of the office and ensure that nothing falls between the cracks. Fluent Italian is essential.
 
Key Responsibilities
Business Management

• Oversee the day-to-day running of the practice and general office administration
• Keep track of projects, designer workloads and work in progress
• Prepare quotations and client invoices
• Coordinate meetings and manage correspondence
• Act as the key link between the founder, designers and clients, ensuring projects progress and everyone knows where matters stand
• Deal with incoming bills and post, working closely with the bookkeeper and accountant as required

Private PA Support

• Provide proactive support to the founder, who divides her time between London and the country and is typically in London for up to two weeks each month
• Anticipate requirements ahead of each London stay, including diary, appointments and outstanding decisions
• Liaise with household staff to ensure the London residence is prepared, and manage practical arrangements such as household cash and provisions
• Coordinate invitations, talks, events, interviews and editorial requests, including arranging meetings, calls and video calls, supplying photographs and information, and liaising with journalists and external contacts
• Light website and social media administration relating to open days and events

Overseas Property

• Manage the administration of a family-owned rental property in Italy
• Handle rental enquiries, contracts and guest communications
• Liaise with family members and local contacts, much of which will be conducted in Italian

Candidate Profile

• Fluent Italian, written and spoken, is essential
• Proven experience as an Office Manager, Practice Manager or senior PA, ideally having combined both functions
• Exceptionally organised, with a rigorous task-management system for recording instructions, deadlines and completion dates
• Naturally thinks ahead and anticipates needs rather than waiting to be instructed
• Reliable and self-directed, with a strong track record of following matters through to completion
• Sound judgement on priorities, knowing when to persist, when to follow up and when a matter can wait, keeping the office moving when the principal is unavailable
• Calm, resilient and unflappable, comfortable working for a principal with exacting standards and a very direct communication style
• Able to establish the facts calmly and move on without becoming defensive or taking matters personally
• Patient and adaptable, comfortable with a considered pace of decision-making
• Highly discreet and trustworthy, with polished communication skills for dealing with clients, press and external contacts
• Strong IT skills and confident with invoicing and general office systems

Working Style
This position will suit a capable, self-assured professional who values autonomy and responsibility. The principal is intelligent, highly engaged and digitally confident, and expects tasks to be done properly and followed through. Candidates who require a particularly gentle management style are unlikely to enjoy this role. For the right person, who earns the principal's trust, this offers a rewarding and long-term working relationship within a respected creative practice.
 
We appreciate your interest in this role. Please note, due to the high volume of CVs we receive, we are unable to respond to every application.