Project-Based Personal Assistant NEW

Location: Milan, Italy

Project-Based Relocation Personal Assistant (Live-Out)

Location: Milan, Italy
Working Structure: Part-Time / Flexible Hours
Start Date: ASAP
Salary: Please share your hourly rate or fixed project fee expectation.

A private principal relocating from London to Milan is seeking an experienced, highly organised, and proactive Personal Assistant to support the smooth coordination of an international move and settling-in process.

This project-based role requires a calm, resourceful, and solutions-focused individual who can independently oversee relocation logistics, administration, research, supplier coordination, and day-to-day project management while maintaining clear communication and regular updates throughout.

The successful candidate will become a trusted support to the principals, helping bring structure, organisation, and calm to a busy day-to-day environment during a complex international relocation.

Key Responsibilities

Relocation & Project Coordination

• Managing and coordinating the overall relocation project from London to Milan
• Creating and maintaining a detailed progress tracker
• Monitoring timelines, outstanding actions, appointments, and key deadlines
• Providing weekly progress reports and WhatsApp/email updates to the principals
• Researching customs and border requirements relating to transporting belongings from the UK to Italy
• Coordinating logistics relating to the principals’ cat, including travel requirements and associated paperwork
• Researching and booking high-quality cat-friendly hotels between London and Milan
• Researching and coordinating suitable van or small truck hire for the move, including options the principals can rent in London and drop off in Milan, with shortlisted options shared with the principals

Property & Settling-In Support

• Helping coordinate property searches and viewings in Milan
• Liaising with estate agents for viewings, including scheduling around the principals’ calendar and managing initial contact with agents
• Coordinating utilities setup and related household administration in Milan
• Researching and sourcing trusted local providers including vets, cat sitters, and other lifestyle services
• Assisting with sourcing decluttering support
• Organising end-of-tenancy cleaning for the London property

Making the new Milan property fully move-in ready before the principals’ arrival, including:

• Organising professional cleaning of the flat
• Ensuring linens are on beds, towels are in bathrooms, and household essentials are stocked and organised
• Working with a professional organiser to unpack and set up the flat using personalised systems and labelling designed to work for the principals long-term
• Ensuring all boxes and packing materials are removed before arrival
• Stocking household cleaning supplies for the kitchen, bathrooms, and laundry
• Organising grocery shopping, including healthy essentials, plus a celebratory selection featuring chilled Franciacorta and vegetarian aperitivo ingredients
• Setting up the cat’s litter trays, water fountains, feeders, and belongings in agreed locations
• Sourcing cost-effective, well-reviewed tradespeople to hang pictures, install shelves (including cat shelving), mount the TV, and complete other minor household works

Decluttering & Household Coordination

• Assisting with organising recycling, donations, and disposal of belongings not being moved
• Coordinating specialist removal or disposal companies where required
• Helping determine what should be moved, donated, recycled, or discarded
• Supporting the principals with creating structure and organisation throughout the moving process
• Coordinating end-of-tenancy cleaning and any related household administration

Administrative Support

• Managing post redirection and associated administration
• Coordinating closure of UK-based accounts and subscriptions at the appropriate time, including utilities, vet subscriptions, TV licence, electoral roll, and related services
• Helping coordinate appointments associated with the relocation
• Ensuring all administrative timelines and tasks are completed efficiently and proactively

Candidate Requirements

• Previous experience in a similar PA, EA, or relocation-focused support role
• Fluent English and Italian essential
• Strong organisational and administrative skills with excellent attention to detail
• Experience coordinating complex projects or international relocations highly advantageous
• Confident liaising with suppliers, agents, and external providers
• Able to work independently and proactively with minimal oversight
• Strong research, problem-solving, and communication skills
• Comfortable around cats and animal-friendly

Personality Fit

• Calm, reassuring, and highly dependable
• Pleasant and easy to work with
• Exceptionally organised and proactive
• Resourceful and solutions-focused
• Able to maintain structure and calm for principals with busy schedules
• Transparent communicator who keeps stakeholders updated regularly
• Comfortable asking questions and finding solutions independently
• Discreet, trustworthy, and emotionally intelligent

Source agency: Exclusive Household Staff

View and apply on Exclusive Household Staff