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 project management, and project reporting will be considered a strong plus, particularly within startups, innovation, R&D, or European, national, and regional funding programs.

What you will find at ROMBO AI

• A role with a high degree of autonomy and responsibility
• Direct collaboration with the CEO and exposure to key company decisions
• Involvement in innovation and R&D projects and international collaborations
• The opportunity to have a tangible impact on the organization and processes of a growing technology company
• A small, collaborative, and highly skilled team
• A low-bureaucracy, results-oriented working environment
• Clear opportunities to grow into broader Operations Manager or Chief of Staff responsibilities

What we offer

• Full-time employment
• Gross annual salary: €21,000-€25,000, depending on experience and skills
• Hybrid working model in Cagliari, Italy
• This position is not available as a fully remote role
• A high degree of autonomy in organizing and managing your work
• Professional growth based on performance and progressively increasing responsibilities