Executive Assistant

Job Description : Executive Assistant and Special Projects Manager About WHL / Company Profile World Health Labs (Barbados) Inc is an international management solutions provider contracted to deliver healthcare services. The management company also operates in additional industries and is expanding into new sectors. WHL Barbados seeks an ambitious EA familiar with unconventional hours in a high-paced environment. The CEO works 7 days a week, primarily across Central European Time and Eastern Standard Time, for six months annually. The CEO divides time between Italy (6 months), Miami (4 months), and Canada/others (2 months). The EA should align with the CEO's time zones and focus on minimizing the CEO's administrative workload, managing multiple PAs, and supporting personal matters. Role Title Executive Assistant and Special Projects Manager Function Corporate Department Executive Office Type of Position Full-time employment or Contract Location Virtual / Remote (flexible across time zones). Priority given to candidates in Milan Como area or Miami, or those willing to relocate to spend part of the year in Italy and Miami. Role Summary The successful candidate will manage multiple work streams requiring advanced organizational skills and high ownership. Support will be provided to the CEO, including managing a team of in-market PAs and property management. Key Responsibilities include but are not limited to: Booking accommodations and sourcing real estate leases Managing support staff and support services in various markets Handling the CEO's medical records, family commitments, and important documents Organizing the CEO's schedule and correspondence Negotiating and managing financial records and invoices Hiring, training, and developing PAs Optimizing executive office operations Reporting Structure Reports to the International Finance Executive, Chief of Staff, and/or the CEO. The team structure may evolve. Critical Accountabilities Coordinating temporary PA support and managing household staff during travel or family visits Attending meetings, producing reports, and recording minutes Scheduling all travel arrangements Managing personal and medical records across countries Managing personal correspondence, real estate, and vendor relationships Maintaining accurate databases and contacts Tracking expenses, receipts, and reimbursements Proactively anticipating the CEO's needs Ensuring confidentiality and discretion Sourcing and scheduling business development opportunities PA Team Responsibilities: Wellness & Lifestyle Management: meal prep, nutrition, bike maintenance, gear organization, health record management, and supporting health appointments Personal & Transportation Support: errands, shopping, deliveries, and travel logistics Guest Management & Hospitality: preparing guest accommodations, greeting guests, coordinating itineraries Schedule & Logistics: calendar management, appointment scheduling, conflict resolution Household & Vendor Management: maintenance, supplies, project tracking, property sourcing Key Skills Time Management, Microsoft Office Suite, Organizational Skills, Calendar Management, Administrative Experience, Personal Assistance, Vendor Management, Discretion Employment Type : Full Time Experience : [Specify years] Vacancy : 1 J-18808-Ljbffr

Location: Como, Lombardia, IT

Posted Date: 8/20/2025