Executive Assistant

Toscana Life Sciences Foundation; Perugia; Ibrido; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A leading research foundation in Italy is seeking an Executive Assistant to support its Strategic Director. This role involves managing complex administrative tasks, travel logistics, and stakeholder communications while ensuring confidentiality. The ideal candidate will be proficient in macOS, Google Workspace, and Microsoft 365, with a strong focus on detail and independent execution of tasks. This is a full-time position based in Perugia, Italy, offering a fixed-term contract of at least 12 months.

Competenze

• Demonstrated ability to work independently and manage multiple priorities.
• Proven experience as an Executive Assistant supporting senior leadership.
• Exceptional proficiency with macOS, Google Workspace, and Microsoft 365.

Mansioni

• Manage and optimise the executive's digital workspaces.
• Organise and manage frequent international travel.
• Handle sensitive and confidential information with discretion.

Conoscenze

Fluency in English

Generative AI Proficiency

Interpersonal skills

Organisational skills

Strumenti

macOS

Google Workspace

Microsoft 365

Descrizione del lavoro

Fondazione Toscana Life Sciences (TLS) is seeking an exceptionally talented, independent, and trustworthy Executive Assistant to provide comprehensive support to a high-profile executive, holding multiple roles as Strategic Director at TLS, Siena (Italy), Chief Science and Technology Officer at Pitt BioForge, Pittsburgh (PA) seconded by TLS and other executive/board accountabilities.

This pivotal role is for an individual who thrives in a dynamic environment, possesses strong technological acumen, excellent interpersonal skills, and a meticulous approach to organisation. Based in Perugia, Italy, and also working remotely, you will be a critical extension of the executive, enabling them to focus on strategic initiatives by expertly managing administrative complexities, travel logistics, and stakeholder communications. A high degree of trust will be placed in the successful candidate, including access to sensitive information.

Key Responsibilities

• Administrative & Tech Mastery: Manage and optimise the executive's macOS, Google Workspace and Microsoft 365 digital workspaces, including expert configuration and troubleshooting of email, calendar, and productivity tools. Proactively resolve technical issues and efficiently manage digital files.
• Independent Execution & Initiative: Receive high-level instructions and independently execute tasks from inception to completion with minimal supervision. Proactively identify needs and propose solutions. Manage multiple priorities effectively and adapt to changing demands.
• Generative AI Proficiency: Leverage Generative AI tools (e.g., Gemini, ChatGPT) to enhance productivity, assist with research, draft communications, and streamline workflows.
• Stakeholder & Organisational Interface: Serve as the primary administrative point of contact for TLS, navigating its administrative structure and ensuring smooth information flow. Liaise effectively with other external organisations.
• Complex Travel & Logistics: Organise and manage frequent international travel (several trips/month), including flights, accommodation, visas, and detailed itineraries. Coordinate logistics for advisory and board roles with additional organisations.
• Trust & Confidentiality: Handle sensitive and confidential information with utmost discretion. Manage expenses, process reimbursements, and assist with personal administrative tasks, including access to credit cards and bank accounts for approved task execution.

Qualifications

• Fluency in English (written and spoken) is essential.
• Demonstrated ability to work independently, take initiative, and manage multiple priorities.
• Demonstrated ability to effectively use Generative AI tools (e.g., Gemini, ChatGPT) for professional tasks.
• Proven experience as an Executive Assistant supporting senior leadership in a fast-paced, international environment.
• Exceptional proficiency with macOS, Google Workspace, Microsoft 365 and their core applications.
• Strong interpersonal and communication skills, with the ability to interact professionally with diverse stakeholders.
• Outstanding organisational skills with meticulous attention to detail.
• Proven reliability, trustworthiness, and discretion with confidential information.
• Problem-solving mindset with a proactive and adaptable approach.

To apply, please submit your CV and a cover letter detailing your relevant experience. In your cover letter, specifically address your experience with software configuration, managing complex travel, your comfort with sensitive information, and how you leverage Generative AI in your work.

The selected candidate will be employed under a fixed-term contract of at least 12 months.