EXECUTIVE ASSISTANT

APPLICATION CLOSING DATE: January 3rd, 2025 Human Technopole (HT) is an interdisciplinary life science research institute, created and supported by the Italian Government, with the aim of developing innovative strategies to improve human health and promote life science research both nationally and internationally. At the core of MIND is Human Technopole (HT), a life sciences research center founded in 2018 by the Italian Government. Now a vibrant institute, HT focuses on uncovering life’s fundamental mechanisms across biological scales. In light of this significant project, HT is seeking an Executive Assistant. As a member of HT’s directorate, the Executive Assistant will report to Director Marino Zerial. Key tasks and responsibilities Collect, organize, and synthesize information from various sources to support decision-making processes. Prepare reports and presentations in collaboration with internal communication, leveraging inputs from different sources and stakeholders. Manage and prioritize the agendas of important meetings, ensuring all relevant topics are covered. Ensure effective preparation and outcomes of leadership meetings, visual management, and dashboards. Coordinate logistics for meetings, including scheduling, booking venues, and preparing necessary materials. Maintain accurate records of meeting minutes and action items as well as archiving and logging (protocol). Support leadership team in the development of strategic documents and reports. Act as a liaison between different departments to facilitate effective communication and collaboration. Identify and address potential issues proactively, offering solutions to improve efficiency and effectiveness. Participate in special projects and initiatives as assigned by senior leadership, providing administrative support to senior leaders while maintaining confidentiality with sensitive information. Coordinate team events, visits, and inter-functional activities including travel and other related activities. Collaborate with other administrative team members to prioritize and ensure workloads are balanced across the team. Manage special projects as assigned and track and manage project costs and business spend as needed. Provide administrative support to research groups on a need basis. Essential requirements Bachelor’s degree in business administration, management, or a related field (master’s degree preferred). Minimum of 2-3 years of experience in a similar executive support role, preferably in a corporate or professional services environment. Strong organizational and time management skills, with the ability to handle multiple tasks and projects simultaneously. Excellent written and verbal communication skills, with a keen attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Fluency in English (C2 or equivalent) and Italian (C2 or equivalent). Preferred requirements Knowledge of a third language. Other key competencies Willingness to learn and grow, with a desire to take on more strategic responsibilities over time. Demonstrated ability to build and maintain strong working relationships with colleagues and stakeholders. Ability to work independently and as part of a team, with a proactive and solutions-oriented mindset. Application Instructions To apply, please send the following: A CV. A motivation letter in English relating your track record to the specifics of the call. Why Human Technopole HT seeks scientific excellence and recruits the best scientific talents through international, open calls. Our working environment is international, friendly, and inclusive. We believe that highly diverse teams yield the best and most innovative results. Main benefits Welfare plans. Canteen service. Work-life balance provisions. Italian language training for foreigners. Parental leave up to 1 year and other support for new parents. Counseling. Flexible working hours. Remote working policy. Support for relocation. Tax benefits where applicable. Special consideration will be given to candidates who are part of the protected categories list, according to L. 68/99. Number of positions offered: 1 Contract offered: CCNL Chimico Farmaceutico, permanent contract - Employee Level The position is based in Milan. #J-18808-Ljbffr