Grants & Operations Assistant (No Remote)

Operations & Grants Specialist ROMBO AI is a technology company specializing in artificial intelligence applied to spectral analysis and Nuclear Magnetic Resonance (NMR) , leveraging proprietary and patented algorithms. We work with international clients and partners as a small, highly skilled team passionate about solving complex problems. We value strong human relationships, autonomy, and intellectual freedom , with the ambition of building a company with a high talent density , inspired by the “No Rules Rules” culture. About the role We are looking for an Operations & Grants Specialist with at least 2 years of experience in a similar role to join our team and work closely with the CEO. The role is cross-functional and combines innovation funding, project management, company operations, and support for strategic initiatives. We are looking for someone who is autonomous, highly organized, pragmatic, and able not only to support activities, but to take ownership and drive them to completion . What you will do Innovation funding & grants Identify and assess European, national, and regional funding opportunities Prepare and coordinate grant applications and project proposals Manage administrative documentation related to funded projects Support financial and technical reporting activities Monitor deadlines, deliverables, milestones, and compliance requirements Coordinate activities with project partners, consultants, funding bodies, and other stakeholders Operations Manage and improve key administrative and operational processes Manage contracts, suppliers, renewals, documentation, and deadlines Support project planning, budgeting, and financial monitoring Organize and maintain company documentation Identify and implement tools and processes to improve operational efficiency Executive support Work directly with the CEO on strategic and operational initiatives Prepare and follow up on meetings, priorities, and key projects Coordinate special projects and cross-functional initiatives Help track company priorities and execution Contribute to the continuous improvement of internal processes and company organization Who we are looking for At least 2 years of professional experience in a similar role , such as innovation funding, grant management, operations, project management, or consulting Master’s degree in Economics, Management Engineering, Business Administration, Law, or a related field Excellent organizational skills and strong attention to detail Ability to manage multiple activities, priorities, and deadlines simultaneously Strong sense of ownership and ability to work independently Pragmatic and problem-solving mindset Excellent written and spoken Italian and English Good command of Excel, Google Workspace, and digital collaboration tools Ability to effectively interact with consultants, partners, clients, and external organizations Previous experience in grant applications, funded…