Executive Secretary – COPE Nano

About the role

The COPE‑Nano project seeks a proactive Executive Secretary to support the Coordinator/Director of the Centre of Excellence for Organic, Printed Electronics & Nanotechnologies. You will ensure smooth daily operations, manage the director’s agenda, and act as a trusted point of contact for internal and external stakeholders.

Key responsibilities

• Schedule meetings, appointments and maintain executive calendars.
• Arrange travel plans and logistics for the director’s dynamic schedule.
• Organise workplace functions, events and board meetings.
• Draft, edit and format messages, presentations and documents.
• Supervise lower‑level administrative staff and ensure a tidy, productive workspace.
• Take minutes, organise files and manage both electronic and paper records.
• Handle incoming/outgoing correspondence and screen phone calls.
• Maintain confidentiality of sensitive information and documents.

Required profile

• Higher education degree required; Master’s degree preferred.
• Minimum 5 years of experience managing office operations and supporting C‑level executives.
• Proven ability to set priorities, multitask and communicate effectively with internal and external stakeholders.
• Strong integrity, attention to detail and discretion.

Required skills

• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience using back‑office/ERP software.
• Ability to create professional presentations.
• Fluent spoken and written English.