Team Assistant

Role Overview – Team Assistant

As a Team Assistant, you will ensure the smooth daily operations of the Milan office while supporting company teams, the CEO and the Board across a wide range of organizational, operational and administrative needs. You will play a central role in maintaining an efficient, welcoming and well-structured workplace, coordinating suppliers and internal processes. Your contribution will enhance operational effectiveness and support business continuity across the organization.

What You’ll Do:

• Support teams with operational needs, including special operations projects, drafting policies and procedures, processing orders and purchases, organizing internal and external events, coordinating documentation, managing logistics and contributing to reporting activities. 
• Provide support to the CEO and C- level, including arrangements, expense reports, purchases and ensuring timely and accurate execution of all administrative requirements. Act proactively to streamline activities, anticipate needs and facilitate a smooth flow of information and priorities at executive level. 
• Guarantee seamless office operations by managing day-to-day activities to ensure the office runs smoothly. 
• Manage office suppliers, contracts and services (maintenance, facility, IT support, office supplies), coordinating quotes, orders, renewals and tracking costs, quality levels and service KPIs. 
• Coordinate and personally oversee the hospitality of guests, partners and suppliers, ensuring a professional and well-managed office experience. 
• Be the single point of contact for Health & Safety, ensuring compliance with local regulations, managing documentation, audits, mandatory tasks and coordinating required training. 
• Organize travel and business trips for the team, handling planning, bookings, itineraries and supporting the preparation of expense reports when needed. 

Who You Are:

• Education: High School diploma or Degree. 
• Experience: at least 2 years of experience in similar roles (Office Manager, Team Assistant, Executive Assistant). 
• Professional Traits: strong problem-solving and a solution-oriented mindset. Able to work autonomy and to handle unexpected situations with proactivity and flexibility. Excellent interpersonal skills, with a natural ability to act as a key reference point in the office and interact professionally with all stakeholders. Strong ability to work with numbers and structured information, familiarity with budgets, expenses, reporting and cost monitoring. 
• Work style: entrepreneurial and improvement-driven approach, you enjoy being proactive, optimizing processes and workflows and you naturally anticipate needs. 
• Skills: solid knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams). 
• Language skills: English C1. 

What we offer

• Multicultural and international team. 
• Collaborative and smart environment to work and learn. 
• Free coffee to kick-start your day. 
• Flexible working policy. 
• Job level and salary will be based on your experience in the role. 
• Ticket Restaurant.   

Where You’ll Be

Milan Office (MI).

At Cube Labs, we are committed to fostering an inclusive, diverse, and supportive workplace. We welcome individuals from all backgrounds, discrimination of any kind is not tolerated, as we strive to create an environment where everyone can thrive. Our hiring decisions are based on skills and experience, and we believe that embracing different perspectives is key to driving innovation and success.