Junior Administrative Assistant
Pubblicato il 06-08-2026 - IFAB Foundation in Bologna
IFAB is a private foundation based in Bologna that promotes research and innovation in Big Data, Artificial Intelligence, and supercomputing technologies. It serves as a bridge between the research world and the industrial and institutional landscape, participating in leading national and European networks (National HPC Centre, EuroCC Italy, IT4LIA AI Factory). Its research areas range from HPC and Quantum Computing to life sciences, environment and climate, social challenges, and space science.
The Administration, Legal and Compliance Department
- Administration: membership management, support to governance bodies (Board of Directors and General Assembly), financial management and project reporting, financial flows (receipts and payments), tax and accounting obligations, general administrative duties;
- Legal: regulatory compliance for activities and projects, GDPR, definition and management of contractual aspects;
- Compliance: formalisation and updating of internal policies and procedures, Model 231 and Code of Ethics, relations with the Supervisory Body, Gender Equality Plan, anti-mafia and conflict of interest documentation, UNI/ISO certifications.
The role, responsibilities and main activities
In order to strengthen the Foundation’s operational structure, we are looking for a resource to join the Administration department who, working alongside the Head of the department, will handle general administrative activities and related tasks concerning the financial reporting of expenses, such as:
- Administrative tasks for the smooth and orderly daily running of the office and workplace (by way of example only: scheduling staff occupational health appointments,
collecting health and safety certificates, ordering monthly meal vouchers, managing room and office bookings, etc.)
- Support in collecting administrative documentation and maintaining the relevant digital archive (and/or, where applicable, paper-based archive), including for reporting purposes;
- Management and updating of deadline schedules, registers and databases of administrative compliance deadlines;
- Support in collecting and classifying expense documentation related to funded projects.
Required educational qualifications
We are looking for a student, including those currently enrolled in a degree programme and at their first work experience, to support the administration department: a specific degree is not essential, though a background in economics and/or administration is preferred; candidates with a humanities or related background will also be considered.
Required technical skills
- Microsoft Office suite, specifically Microsoft Excel;
- Ability to make conscious use of generative AI tools (e.g. ChatGPT, Claude, Copilot);
- Knowledge of English with the ability to read technical documentation.
- Accuracy, attention to detail and quality-oriented mindset;
- Organisational skills and ability to manage priorities in multi-project environments;
- Discretion and respect for confidentiality constraints when handling sensitive data;
- Proactivity and a disposition towards continuous learning;
- Ability to work in a team and liaise with diverse stakeholders;
- Reliability and adherence to deadlines.
What we offer
- Tempo parziale, 20 hours per week
- On-the-job training
- Prospect of permanent employment
- A dynamic and innovative environment
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