Key ResponsibilitiesExecutive SupportPrepare agendas, briefings, presentations, and follow-up materials.Draft and review high-level correspondence in English and Italian.Ensure smooth daily operations of the Rector's Office.Stakeholder & Communications CoordinationAct as primary point of contact and communications gatekeeper filtering and prioritizing internal and external communications.Interact with faculty, staff, students, and external partners.Represent the Rector's Office when required.Operations & Project ManagementOrganize meetings, committees, institutional initiatives, and special projects.Coordinate activities with internal offices and U.S.-based teams.Events & ProtocolSupport institutional events, official visits, and high-profile delegations.Oversee logistics, protocol, and preparation of briefing materials.Travel & AdministrationArrange complex international travel and related logistics.Manage the office budget, reimbursements, and administrative processes.Maintain organized physical and digital records, prepare reports and ensure materials and archives are well organized.Front Office PresenceProvide a welcoming, professional presence for the Rector's Office.Serve as a visible and accessible point of contact on campus.Requirements
5–7 years' experience supporting senior executives (e.g., President, Rector, CEO).Full professional fluency in English and Italian.Strong organizational, problem-solving, and interpersonal skills.High discretion and ability to work under pressure.Proficiency in Microsoft 365 and digital collaboration tools.Experience managing complex administrative tasks independently.Ability to work full-time on campus; flexibility during peak periods, events, peak academic periods, and extended hours when needed.
Nice to have
Experience in academic, governmental or international environments.Familiarity with AI productivity tools.Knowledge of systems such as SAP or Concur.Dynamic international environment;opportunity to contribute as a trusted professional to high-profile events, meetings and institutional interactions;professional growth within a global and renowned academic institution.
Compensation PackageCompetitive compensation aligned with Italian labor law and market standards, commensurate with experience and qualifications, approximately 40/50k.This is a full-time in-person role based in Bologna.WorkplaceBolognaCompanyOur client is a distinguished American Graduate Academic Institution, located in Bologna, that serves as the European campus of a renowned school#J-18808-Ljbffr