30 set - Milano
Gemmo AI
pWe offer two types of position, depending on your experience: /p ul liNo work experience, with a Bachelor's or Master's degree (e.g. economics, business administration, HR): we offer you an internship /li liAt least 1 year of experience in office management, HR administration or operations: we offer you a full-time position /li /ul h3About Us /h3 pWe are an AI startup founded in 2020, headquartered in Dublin, Ireland, with an AI Lab in Milan, Italy. Our expertise spans machine learning and generative AI for financial services. /p pAt Gemmo AI, we build custom AI solutions that combine automation with human insight. We use a modular approach. First we explore the highest-impact opportunities, then we design and deploy tailored solutions, and finally we help improve and maintain them over time. /p pWe believe in responsible, pragmatic AI: systems that integrate into real workflows, provide measurable value, and remain under the client's control. /p h3Our Team /h3 ul liForward Deployed Engineers: 25 people, including 4 Ph.D.s /li liLeadership: 4 people /li /ul pWe are a lean, technical-first team, and we're growing fast. We plan to add 17 engineering roles before the end of the year. We need someone to make sure the Milan office, and the people in it, run smoothly. /p h3The Role /h3 pThe Office Manager owns the operational backbone of our Milan office, end to end. That covers payroll and benefits, purchasing, onboarding new hires, and the office itself. There's no handoff chain: you run the process, you keep it documented, and you improve it. /p pIn practice, the role combines three areas: /p ul liPeople operations: onboarding and offboarding, payroll preparation, meal vouchers, leave tracking, and support for hiring /li liAdministration finance support: company-card purchasing, collecting invoices and receipts, and working with our external accountant and payroll consultant /li liFacilities: the office lease and rent, suppliers, supplies, and making the office a place people want to come to /li /ul pMost of our processes are already written down as step-by-step guides. You'll run them, and you'll be expected to improve them and write new ones. /p h3What You'll Do /h3 pInterns take on these processes progressively, working alongside the Operations team before running them independently. /p ul liRun the monthly payroll cycle for our Italian entity: collect attendance data, liaise with the payroll consultant, check payslips,
and prepare salary payments /li liPurchase and distribute meal vouchers (Buoni pasto, via Edenred) /li liOnboard new hires, covering contracts, equipment, accounts, and a warm first day. Offboard leavers cleanly /li liHandle purchases for the Milan office with company cards, and keep every receipt reconciled /li liManage the Milan office rent, the landlord relationship, and suppliers /li liSupport hiring: collect candidate lists from universities, post job announcements on university career boards, and schedule interviews /li liTrack holidays and permessi, and keep HR records up to date /li liOrganise team logistics, including travel for the annual Dublin offsite and company events /li liKeep our process guides current and write new ones when something isn't documented yet /li /ul pThis is not a reception role. You'll own processes that directly affect every person in the company, from day one. /p h3What You Will Learn /h3 ul liHow payroll, benefits and employment admin work in an Italian company that is part of an Irish group /li liWorking with accountants, payroll consultants and suppliers as the company's point of contact /li liDesigning and documenting repeatable operational processes /li liAutomating routine admin work with AI tools. You work at an AI company, and we use what we build /li /ul h3Who You Are /h3 ul liYou have a degree in economics, business administration or a related field, or at least 1 year of experience in office management, HR administration or operations /li liYou're organised and reliable: deadlines like payroll don't slip on your watch /li liYou're comfortable with numbers, and you understand Italian payslips and basic admin and accounting documents /li liYou take ownership of outcomes, not just tasks /li liYou write clearly, because most of our communication happens in writing /li liLanguages: native Italian and fluent English (our HQ is in Dublin) /li liExperience with Italian payroll or CCNL contracts is a strong plus /li /ul h3Tools /h3 ul liOffice documents:
Microsoft 365, SharePoint, Outlook /li liHR payroll: Workable, Dipendenti in Cloud, Edenred /li liFinance: Revolut Business, Xero /li liCollaboration: Slack, Linear /li /ul h3How We Work /h3 pEveryone is expected to communicate clearly, move fast, and take ownership. /p pCommunication. We run one short standup every morning to align on daily priorities. Everything else lives in writing: process documentation on SharePoint, and async conversations on Slack, with dedicated channels per team and project. /p pRhythm and organisation. We work in weekly sprints, so priorities are always clear and nothing drags. Every Friday we run a retrospective: an open conversation about what's working and what isn't. /p h3Compensation: Internships /h3 ul liCompensation: €800/month with a Bachelor's, €1,000 with a Master's /li liContract type: Convenzione Stage curriculare / extra-curriculare /li liFood allowance: €120/month /li liTravel reimbursement: up to €370 per month /li liEquipment: brand-new Apple laptop /li liNon-cash value: mentorship and fast promotion /li liDuration: 6 months, with a 1-month trial period /li /ul h3Career Path for Interns /h3 pThis internship is the front door, not a dead end. We hire interns with the explicit intention of converting them into full-time Office Managers. /p h3Compensation: Full-Time /h3 ul liRAL: €25,000-35,000 gross, CCNL (X) level (X) depending on experience /li liFood allowance: €1,200 /li liSalary progression: 5-10% each year, subject to performance review /li liSalary reviews: every year /li liEquipment: brand-new Apple laptop /li /ul h3Remote Work and Schedule /h3 ul li3 days in the office (Tuesday, Wednesday, Thursday) and 2 days (Monday, Friday) working from anywhere /li liWorking hours: Monday to Friday, 8:30-17:30 CET /li liLunch: 13:00-14:00 (flexible) /li /ul h3Selection Process /h3 ul liInterview with the CEO (15 min): motivation, background and availability /li liInterview with the Operations lead (30 min): company and role presentation, alignment on expectations /li liPractical case (30-40 min): a realistic scenario, such as preparing a month's payroll checklist or onboarding a new hire. No trick questions /li /ul h3Benefits /h3 pTravel: Once a year, the whole team flies to Dublin for a 3-day offsite at our HQ. /p pOffsite: Once a year, we also take the whole company somewhere nice. /p #J-18808-Ljbffr
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