General CEO's Secretary Manager

General CEO’s Secretary Manager (GCSM)
Executive Office & Strategic Coordination – Institute Itech
Full-time position
Hybrid work model (Milan, Italy – with international scope)
Travel and meeting expenses will be reimbursed upon approval
Institute Itech is a private research, development and technological innovation institute based in Italy with an international vision. It was created to transform scientific knowledge, advanced engineering and emerging technologies into concrete solutions for the environment, health, data intelligence, artificial intelligence, urban systems and technological infrastructure.
The company is built on a multidisciplinary vision structured around six pillars: Education, Technology, Social, Nature, Research and Urban. Through these areas, Institute Itech develops high-impact projects capable of improving quality of life, making cities more sustainable and creating new models of scientific, industrial and social progress.

Its flagship projects include Memoria™ (AI-based neuroimaging and cognitive data intelligence), Oxyleaf™ (environmental monitoring and air quality technologies), Terra™ (advanced soil and ecological remediation systems), Polaris™ (strategic data infrastructure and positioning systems), Balloon™ (high-altitude sensing and urban climate platforms), and Biocity™ (integrated biourban planning and smart city ecosystems).

Institute Itech is seeking an exceptionally organized, discreet, and strategically minded General CEO’s Secretary Manager to serve as the primary operational and coordination point of the Chief Executive Officer’s office.
This is not a conventional executive assistant role. The GCSM operates at the intersection of operational management and strategic coordination — functioning as a trusted extension of the CEO’s office, managing complex agendas, orchestrating communications across international stakeholders, and ensuring that the executive function of the Institute runs with precision and continuity.
The selected candidate will be exposed to the full breadth of Institute Itech’s activities, from flagship project development and investor relations to institutional partnerships and international expansion. Absolute discretion, high professional standards, and the ability to anticipate and manage the needs of a fast-moving executive environment are essential.

Executive Agenda & Operations Management
Manage the CEO’s agenda, scheduling, and calendar across multiple time zones and geographies
Coordinate and organize high-level meetings, institutional appointments, board sessions, and international travel
Prepare briefing materials, meeting agendas, and executive summaries ahead of key engagements
Ensure follow-up on action items, decisions, and commitments arising from executive meetings
Draft, review, and manage institutional correspondence on behalf of the CEO in Italian and English
Serve as the primary point of contact between the CEO’s office and internal teams, external partners, and institutional counterparts
Support the preparation of presentations, speeches, and executive-level documents
International Coordination
Coordinate logistics and communications across Institute Itech’s international offices and partners in Europe, the Middle East, and Asia
Manage complex travel itineraries, visa requirements, and international meeting logistics
Support the organization of high-level events, delegations, and institutional visits
Project & Information Management
Monitor the status of key projects and strategic initiatives on behalf of the CEO
Maintain organized systems for document management, confidential files, and institutional records
Coordinate with department heads and project leads to ensure timely reporting to the CEO’s office
Operational Support & Confidentiality
Handle sensitive information with absolute discretion and in full compliance with institutional NDA obligations
Anticipate the operational needs of the CEO’s office and act proactively to address them
Support onboarding and coordination of new executive-level hires and external consultants

Minimum 5–7 years of experience in executive assistance, office management, or strategic coordination roles, preferably supporting C-level executives
Strong organizational and time management skills, with the ability to prioritize effectively under pressure
Excellent written and verbal communication skills in both Italian and English (mandatory)
High proficiency in office productivity tools (Microsoft Office Suite, Google Workspace, or equivalent)
Experience coordinating international travel, multi-timezone scheduling, and cross-border logistics
Absolute reliability, confidentiality, and professional integrity

Experience working in an international research, technology, or innovation-driven or