Executive Secretary for COPE Nano Centre of Excellence

About the role

The COPE‑Nano project is establishing a new Centre of Excellence for Organic, Printed Electronics & Nanotechnologies. We are seeking a proactive Executive Secretary to support the Coordinator/Director in managing daily operations and strategic initiatives.

Key responsibilities

• Schedule meetings, manage executive calendars, and arrange travel plans for the Director.
• Organise workplace functions, events, and board or conference appointments.
• Serve as the primary point of contact, ensuring the Director’s time aligns with strategic goals.
• Handle sensitive information with utmost confidentiality and discretion.
• Draft, edit, and prepare messages, presentations, and documents for the Director.
• Oversee daily office operations, maintain a tidy and productive workspace.
• Attend meetings, record minutes, organise files, and supervise junior administrative staff.
• Receive, screen, and redirect phone calls; manage all incoming/outgoing correspondence.
• Maintain electronic and paper records, ensuring they are organized and easily accessible.

Required profile

• Higher Education degree required; a Master’s degree is a plus.
• Minimum 5 years of experience managing an office and supporting C‑level executives.
• Proven ability to set priorities, handle multiple responsibilities and communicate effectively in English.
• Strong attention to detail, integrity and ability to maintain confidentiality.
• Excellent organisational, time‑management and multitasking skills.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• ERP (back‑office) systems
• Presentation software