Office Manager (Internship or Full-Time, Milan)

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.

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.

• 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 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.

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 (Ticket Restaurant, 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.

• 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.

• 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

• Office & documents: Microsoft 365, SharePoint, Outlook

• HR & payroll: Workable, Dipendenti in Cloud, Edenred

• Finance: Revolut Business, Xero

• Collaboration: Slack, Linear

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

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.

We keep it fast, respectful and transparent.

1. Interview with the CEO (15 min): motivation, background and availability

2. Interview with the Operations lead (30 min): company and role presentation, alignment on expectations

3. Practical case (30–40 min): a realistic scenario, such as preparing a month's payroll checklist or onboarding a new hire. No trick questions.