EXECUTIVE ASSISTANT TO THE RECTOR - BOLOGNA

Luogo di lavoro: Bologna
Main activities

The role requires excellent organizational abilities, discretion, and the capacity to manage priorities across multiple stakeholders and time zones.

 

Key Responsibilities:

 - Executive Support

Manage a complex, multi-time zone calendar.

Prepare 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 Coordination

Act 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 Management

Organize meetings, committees, institutional initiatives, and special projects.

Coordinate activities with internal offices and U.S.-based teams.

 - Events & Protocol

Support institutional events, official visits, and high-profile delegations.

Oversee logistics, protocol, and preparation of briefing materials.

 - Travel & Administration

Arrange 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 Presence

Provide a welcoming, professional presence for the Rector's Office.

Serve as a visible and accessible point of contact on campus.

Requirements

Must have

• Bachelor's degree.
• 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.

Benefits

• 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 Package

 - Competitive compensation aligned with Italian labor law and market standards, commensurate with experience and qualifications, approximat. 40/50k.

 

 - This is a full time in-person role based in Bologna.

 

Workplace BOLOGNA Company

Our client is an academic institution, located in Bologna, that serves as the European campus of a distinguished school dedicated to advanced international studies.

Its graduate programs place strong emphasis on international economics, international relations, European Union policy, and global risk, while also providing opportunities for specialization across a broad array of policy fields and geographic regions

Keywords

#WEPRAXI #PRAXIHR #PRAXI #university #executiveassistant #internationalenvironment