Office Manager (Internship or Full-Time, Milan)
Pubblicato il 01-10-2026 - Altro in Milano
We offer two types of position, depending on your experience:
No work experience, with a Bachelor's or Master's degree (e.g. economics, business administration, HR): we offer you an internship
At least 1 year of experience in office management, HR administration or operations: we offer you a full-time position
About Us
We 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.
At 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.
We believe in responsible, pragmatic AI: systems that integrate into real workflows, provide measurable value, and remain under the client's control.
Our Team
Forward Deployed Engineers: 25 people, including 4 Ph.D.s
Leadership: 4 people
We 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.
The Role
The 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.
In practice, the role combines three areas:
People operations: onboarding and offboarding, payroll preparation, meal vouchers, leave tracking, and support for hiring
Administration & finance support: company-card purchasing, collecting invoices and receipts, and working with our external accountant and payroll consultant
Facilities: the office lease and rent, suppliers, supplies, and making the office a place people want to come to
Most 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.
What You'll Do
Interns take on these processes progressively, working alongside the Operations team before running them independently.
Run the monthly payroll cycle for our Italian entity: collect attendance data, liaise with the payroll consultant,
check payslips, and prepare salary payments
Purchase and distribute meal vouchers (Buoni pasto, via Edenred)
Onboard new hires, covering contracts, equipment, accounts, and a warm first day. Offboard leavers cleanly
Handle purchases for the Milan office with company cards, and keep every receipt reconciled
Manage the Milan office rent, the landlord relationship, and suppliers
Support hiring: collect candidate lists from universities, post job announcements on university career boards, and schedule interviews
Track holidays and permessi, and keep HR records up to date
Organise team logistics, including travel for the annual Dublin offsite and company events
Keep our process guides current and write new ones when something isn't documented yet
This is not a reception role. You'll own processes that directly affect every person in the company, from day one.
What You Will Learn
How payroll, benefits and employment admin work in an Italian company that is part of an Irish group
Working with accountants, payroll consultants and suppliers as the company's point of contact
Designing and documenting repeatable operational processes
Automating routine admin work with AI tools. You work at an AI company, and we use what we build
Who You Are
You 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
You're organised and reliable: deadlines like payroll don't slip on your watch
You're comfortable with numbers, and you understand Italian payslips and basic admin and accounting documents
You take ownership of outcomes, not just tasks
You write clearly, because most of our communication happens in writing
Languages: native Italian and fluent English (our HQ is in Dublin)
Experience with Italian payroll or CCNL contracts is a strong plus
Tools
Office & documents: Microsoft 365, SharePoint, Outlook
HR & payroll: Workable, Dipendenti in Cloud, Edenred
Finance: Revolut Business, Xero
Collaboration: Slack, Linear
How We Work
Everyone is expected to communicate clearly, move fast, and take ownership.
Communication. 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.
Rhythm 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.
Compensation: Internships
Compensation: €800/month with a Bachelor's, €1,000 with a Master's
Contract type: Convenzione Stage curriculare / extra-curriculare
Food allowance: €120/month
Travel reimbursement: up to €370 per month
Equipment: brand-new Apple laptop
Non-cash value: mentorship and fast promotion
Duration: 6 months, with a 1-month trial period
Career Path for Interns
This internship is the front door, not a dead end. We hire interns with the explicit intention of converting them into full-time Office Managers.
Compensation: Full-Time
RAL: €25,000-35,000 gross, CCNL [X] level [X] depending on experience
Food allowance: €1,200
Salary progression: 5-10% each year, subject to performance review
Salary reviews: every year
Equipment: brand-new Apple laptop
Remote Work and Schedule
3 days in the office (Tuesday, Wednesday, Thursday) and 2 days (Monday, Friday) working from anywhere
Working hours: Monday to Friday, 8:30-17:30 CET
Lunch: 13:00-14:00 (flexible)
Selection Process
Interview with the CEO (15 min): motivation, background and availability
Interview with the Operations lead (30 min): company and role presentation, alignment on expectations
Practical case (30-40 min): a realistic scenario, such as preparing a month's payroll checklist or onboarding a new hire. No trick questions
Benefits
Travel: Once a year, the whole team flies to Dublin for a 3-day offsite at our HQ.
Offsite: Once a year, we also take the whole company somewhere nice.
#J-18808-Ljbffr