Job Description

Family Office Operations Assistant – Milan

• Location: Milan, Italy (Hybrid: Mon–Thu office, Fri remote after probation)
• Reports to: Family Office Director (London)
• Team: Project & Operations Manager (London)
• Clients: Based in Milan, taking instructions from them directly as well.

About the Role

We are seeking a Family Office Operations Assistant to join a highly regarded HNW/UHNW Family Office in Milan. This role is pivotal to the seamless running of the office and its projects, supporting both finance and administrative functions across multiple areas including Back Office Operations, Estate Management, Finance Support, and Private Client Services.

The position requires strong numerical skills, attention to detail, and previous exposure to the Family Office environment. You will work closely with the Family Office Director and Project & Operations Manager, while liaising directly with principals and clients.

Candidate Profile

Essential Skills & Experience

• Proven experience in a Family Office, Private Office, or UHNW environment
  
• Strong numerical skills and financial acumen
  
• Advanced Excel and reporting skills
  
• IT and tech-savvy, with ability to troubleshoot basic IT issues
  
• Skilled in minute-taking and document preparation
  
• Familiar with Mac OS and G-Suite (Gmail, Google Docs, Sheets, Drive)
  
• Fluent in English; Spanish or Italian a strong advantage
  
• Excellent written and verbal communication skills
  

Soft Skills

• Highly proactive and a self-starter with a hands-on approach
  
• Able to prioritise tasks logically and manage competing deadlines
  
• Calm and reliable under pressure
  
• Team-oriented, with excellent interpersonal skills
  
• Positive, resourceful, and adaptable to changing priorities
  

Key Responsibilities

Finance & Accounting Support

• Data entry and preparation of regular financial reports
  
• Retrieve, upload, and manage financial data for reporting purposes
  
• Issue and track invoices
  
• Monitor reimbursements and submit claims on behalf of clients
  
• Categorise expenses and oversee monthly reconciliations
  
• Organise and execute weekly payment runs
  
• Draft, input, and execute payments upon instruction
  
• Assist with stock trading execution upon request
  
• Support ad-hoc financial projects
  

Private Client Desk

• Input and maintain personal data records
  
• Provide administrative support as required
  
• Submit and track health insurance claims
  
• Support calendar and diary management
  
• Respond to ad-hoc personal and professional requests
  

Estate & Household Management

• Maintain supplier and contractor records
  
• Manage contracts and update the Property Registry
  
• Assist with special household and estate projects
  

General Operations & Back Office Management

• Maintain Family Office document storage and filing systems
  
• Support inventory and asset management
  
• Update and manage the contact database
  
• Provide support across the Family Office to ensure smooth day-to-day operations
  

Why Join

This is a rare opportunity to work at the heart of a prestigious Family Office in Milan. You will gain broad exposure across finance, private client services, estate management, and back-office operations, working directly with principals and senior leaders.

Please note: Only shortlisted candidates will be contacted. If you do not hear from us within 14 days, please assume your application has not been successful on this occasion.