What You’ll Do
* Ensure seamless daily operations and a welcoming, efficient office environment;
* Manage vendors, supplies, and service contracts to ensure smooth and efficient office operations;
* Oversee reception, guest welcome, and the handling of incoming and outgoing deliveries;
* Support the Executive Assistant to the CEO and, when needed, take over by managing the CEO’s calendar, scheduling meetings, coordinating travel arrangements, and triaging priorities;
* Organize internal and external meetings for the Leadership Team;
* Co-lead company events, offsites, and culture-building initiatives with the People & Culture team;
* Manage employee services and workplace partnerships (e.g., catering, etc.);
* Support office safety protocols and help ensure compliance through regular checks.
What We’re Looking For
* 3+ years in office management or executive support in fast-paced, international environments;
* Fluent in English and Italian; strong written and verbal communication skills;
* Mastery of Google Workspace (Docs, Sheets, Slides, Calendar, Gmail);
* Exceptional organizational and time-management skills, with the ability to handle complex, multi-stakeholder tasks autonomously;
* Discretion and sound judgment in handling sensitive information;
* Strong cultural awareness and comfortable working with senior leadership and external stakeholders;
* Hands-on, service-minded, and always one step ahead.
Why this role matters
You’ll be the operational backbone of our Milan office, a go-to person for both employees and executives. If you’re resourceful, people-focused, and thrive on making things work better, we’d love to meet you!
Recruiting process
* Initial Chat: A brief conversation with our Talent Acquisition team;
* Case Study: A practical task to assess your skills and problem-solving approach.
* Final Chat with our CEO: A closing conversation to align on vision and expectations.
Want to learn more? Don\'t hesitate to explore our Careers website, our LinkedIn and Glassdoor pages.
Pro tip: send your CV in English
Super Pro tip: we know that application processes can be scary and frustrating but… we look for talent, not people that tick all our boxes.
We believe in the power of diversity: Scalapay is an Equal Opportunity Employer for any minority, disability, gender identity or sexual orientation.
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