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Support Milan's hub of innovation as Workplace Assistant – ensuring smooth, safe, welcoming environments for staff and visitors.
Join Houlihan Lokey—a leading global investment bank—bringing organization, hospitality, and tech savvy to our Milan office.
Scope:
The Workplace Assistant plays a key role in ensuring that the Milan office operates smoothly and provides a high‑quality, efficient, safe, and welcoming environment for employees and visitors. This position supports office operations, facilities, employee coordination, hospitality, and general administration, acting as a central point of contact for daily workplace needs. The role requires flexibility and a hands‑on approach, well suited to a small office setting where activities are varied and cross-functional.
Office & Workplace Operations
Support daily office operations ensuring cleanliness, order and professional standards. Maintain stationery supplies: monitor inventory, restock cupboards, and place orders as required. Manage incoming and outgoing mail, ensuring timely internal distribution. Maintain archiving processes (onsite and offsite) following internal guidelines. Conduct routine floor checks to identify issues and support overall workplace upkeep.
Facilities & Building Support
Act as point of contact for building management, maintenance teams, and service providers. Log and monitor maintenance requests (e.g., HVAC, lighting, small repairs). Assist in coordinating planned maintenance with minimal disruption to business activity. Support health & safety tasks: fire safety coordination, first‑aid equipment checks, evacuation readiness. Assist with managing access cards, visitor passes and security protocols. Support space planning activities (desks, seating charts, equipment needs).
Employee Experience & Support
Assist with onboarding: preparing desks, equipment, access cards, business cards, welcome information. Provide office orientation for new joiners. Collaborate with HR for basic administrative tasks and support general HR processes. Assist with small internal initiatives (employee engagement, social events, internal requests).
Administrative Support
Prepare documents, coordinate meeting schedules, and support operational requests for HR, Compliance, Legal or Finance teams. Support travel arrangements (hotel/train bookings, coordination with travel partners). Perform invoice checking (accuracy, coding) and support internal reporting. Assist with interview logistics and guest coordination.
Meeting Rooms & Hospitality
Ensure meeting rooms are properly set up, tidy, and equipped. Support visitors’ arrival, coordinating with reception and building security. Assist with internal events, team gatherings, catering coordination, and small office celebrations.
IT & Technical Support (Basic)
Support first‑line troubleshooting for printers, AV equipment, and meeting room technology. Assist with workstation set‑ups (screens, cables, docking stations). Coordinate with central IT teams for escalations and ticket management.
Basic Qualifications:
3+ years of experience in hospitality (preferably 5-star), office administration, HR, or similar roles. Fluent in English and Italian (spoken and written) Strong working knowledge of Microsoft Office 365 (especially Outlook, Excel, SharePoint, and Teams). A collaborative and team-oriented mindset, with a willingness to actively support colleagues Excellent communication and time management skills. A proactive, solution and service-oriented mindset with a willingness to learn and take initiative. Reliable and consistently dependable in following through on tasks and commitments Demonstrable ability in multi-tasking and managing conflicting priorities without compromising on accuracy and attention to detail Approachable and able to build good working relationships Ability to work independently in a small-office environment.
Legal Notice
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.