Office & Executive Assistant

At Scalapay, we’re shaping a culture with high standards, independent and critical thought, innovation, ownership, and continuous learning. We operate in a fast-moving, tech-driven environment, and we’re looking for people who thrive in change, think boldly, and take initiative.

If you’re ready to put your potential to the test in a hiring process designed to spotlight exceptional talent, this is your chance to stand out and grow with one of Europe’s most ambitious fintech teams.

#MakeItHappen #PlayAsATeam #StayCurious #FocusOnCustomer.

We’re looking for an experienced and self-driven Office & Executive Assistant to take the lead on all things workplace experience - from running a smooth, high-functioning office to partnering closely with the CEO’s Executive Assistant and the People team on daily priorities.

This isn’t your average office manager role: it’s a high-visibility position where you’ll blend operational excellence with emotional intelligence, directly contributing to company culture and leadership effectiveness. You’ll also own front desk activities and day-to-day services that make a real difference for our teams.

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.