Overview
General CEO’s Secretary Manager Jobs in Greater Milan Metropolitan Area at Institute Itech
Title: General CEO’s Secretary Manager
Company: Institute Itech
Location: Greater Milan Metropolitan Area
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
- An NDA must be signed
About Institute Itech:
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).
About the Role:
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.
Responsibilities:
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
Strategic Communications & Correspondence
- 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
- Filter, prioritize, and route incoming communications with sound judgment and confidentiality
- 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
Requirements
- Minimum 5–7 years of experience in executive assistance, office management, or strategic coordination roles, preferably supporting C-level executives
- Proven ability to manage complex, multi-stakeholder environments with professionalism and discretion
- 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
Preferred Qualifications
- Experience working in an international research, technology, or innovation-driven organization
- Familiarity with investor relations, institutional communications, or high-level partnership management
- Additional language skills (Arabic, Mandarin, or French considered a significant asset)
- Experience with project management tools (Notion, Asana, Monday, or equivalent)
- Background in managing executive communications across multiple cultural contexts
- Exposure to legal, financial, or corporate governance documentation
Benefits Provided
- Central and highly visible role within Institute Itech’s executive structure
- Direct and continuous collaboration with the CEO and senior leadership
- Exposure to the full scope of Institute Itech’s international operations and flagship projects
- Growth path toward Chief of Staff or Executive Operations Director
- Hybrid work model with international scope and travel opportunities
- Reimbursement of approved travel and representation expenses
Compensation
Annual Gross Salary: €74,000, depending on experience and professional profile.
Additional performance-based incentives may be provided based on contribution to executive operations and organizational milestones.
How to Apply
Important: given the seniority and confidential nature of this role, applications will be evaluated with particular attention to executive coordination experience, communication quality, and professional discretion. A well-structured and personalized Letter of Presentation is strongly recommended.
Please send:
- CV
- Letter of Presentation (strongly recommended) including: Your experience supporting C-level executives or senior leadership
- Your approach to managing complex agendas, sensitive communications, and international coordination
- Your motivation for joining Institute Itech in this strategic support role
E-mail: [email protected]
Subject: WE2026 Job Application [IT009800] – General CEO’s Secretary Manager – [Name Surname]
