Executive Assistant and Office Coordinator

This role will primarily support the General Manager (GM) but also work closely with the senior leadership team in Italy, facilitating communications and coordination with the group’s offices in the UK and Spain.

This role will also take on the added responsibility of overseeing and coordinating the company’s health and safety initiatives, ensuring compliance with regulations, and maintaining a safe working environment.

This is a dynamic role suited for someone who thrives in a fast-paced, high-stakes environment, and is detail-oriented with strong organizational and communication skills. The ideal candidate will be able to manage multiple priorities while assisting the Management Team in both strategic and operational tasks.

Your Role Accountabilities…

1. Administrative Support to the General Manager

• Calendar Management: Manage and organize the GM’s schedule, including appointments, meetings, travel arrangements, and events. Ensure the GM’s time is allocated efficiently, and all commitments are met.
• Communication: Serve as the key point of contact between the GM, senior management, and internal/external stakeholders. Coordinate communications between the Italian office and group offices in the UK and Spain to ensure smooth operations.
• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items for meetings. Assist with correspondence and inquiries from Burbank and EMEA offices.
• Documentation and Reporting: Draft, proofread, and manage key documents, reports, and presentations. Oversee ordering and distribution of office supplies.
• Task Prioritization: Help prioritize and manage tasks or projects to ensure deadlines are met. Review and update office procedures to improve efficiency.
• Travel Logistics: Coordinate complex travel arrangements for the GM and senior management, both domestic and international, ensuring that all itineraries align with business goals.
• Event Management: Organize office events, conferences, and visits, and handle reception duties by welcoming visitors and directing them as needed.
• Confidentiality: Handle sensitive information with discretion, following company policies and legal regulations.

2. Health and Safety Coordination

• Health and Safety Policies: Collaborate with external providers to ensure compliance with health and safety regulations. Assist in the development and monitoring of safety procedures.
• Training and Awareness: Organize health and safety training sessions for staff, ensuring awareness of emergency procedures.
• Incident Reporting: Manage the incident reporting system with external providers and maintain proper documentation for workplace incidents.
• Audit and Inspections:  Coordinate with auditors to ensure health and safety audits are conducted regularly, addressing any findings promptly.
• Compliance Monitoring: Stay informed about relevant legislation and communicate updates to the GM and stakeholders.

3. Project Coordination

• Project Support: Assist the GM with special projects, ensuring timelines, budgets, and resources are properly managed.
• Cross-Department Collaboration: Act as a liaison between the GM and other departments to foster communication and collaboration.
• Reporting: Provide regular project status updates, highlighting key milestones, risks, and any issues requiring escalation.

4. Office and Resource Management

• Office Support: Ensure smooth day-to-day operations of the GM’s office, managing office supplies, technology, and other resources to maintain productivity.

Qualifications & Experience…

• Languages: Must be able to communicate effectively in Italian, English and Spanish at all levels both internally and externally.
• Advanced Skills in MS Office: Word/Excel/ Powerpoint, as well as Outlook.
• Excellent organizational skills and the ability to pay close attention to detail.
• Ability to handle confidential material appropriately.
• Well organized, with the ability to prioritize workload and meet tight deadlines.
• Strong communicator, able to develop and maintain excellent relationships with vendors, clients, and coworkers.

How We Get Things Done…

This last bit is probably the most important! Here at WBD, our guiding principles are the core values by which we operate and are central to how we get things done. You can find them at www.wbd.com/guiding-principles/ along with some insights from the team on what they mean and how they show up in their day to day. We hope they resonate with you and look forward to discussing them during your interview.

Championing Inclusion at WBD

Warner Bros. Discovery embraces the opportunity to build a workforce that reflects the diversity of our society and the world around us. Being an equal opportunity employer means that we take seriously our responsibility to consider qualified candidates on the basis of merit, regardless of sex, gender identity, ethnicity, age, sexual orientation, religion or belief, marital status, pregnancy, parenthood, disability or any other category protected by law.

If you’re a qualified candidate with a disability and you require adjustments or accommodations during the job application and/or recruitment process, please visit our accessibility page for instructions to submit your request.