Executive Assistant (the Office of the Founders)

Full-time | Permanent | Milan

About Shop Circle

Shop Circle is an AI-first technology company that acquires and scales mission-critical B2B software businesses globally.

We serve 200,000+ businesses across diverse verticals, focusing on high-retention, deeply embedded software with strong cash generation.

Our model is simple but powerful: acquire high-quality SaaS companies and accelerate their growth through a centralized AI platform, driving both revenue expansion and operational efficiency.

We operate as long-term owners, continuously improving products through applied AI.

About the Role

We are looking for an Executive Assistant to join the Office of the Founders and support the founders across day-to-day execution, internal coordination, external meetings, travel, events, and follow ups.

This is a high-trust, high-context role for someone highly organised, proactive, discreet, and comfortable working in a fast-paced environment. You will help the founders stay focused on the highest-impact priorities by ensuring that meetings, communications, logistics, and operational follow-ups run smoothly.

The ideal candidate is not just an assistant, but an operational partner who can anticipate needs, manage details, follow through, and create structure around a busy founder-led environment.

The role is based in Milan, with regular interaction with the founders and senior leadership team. Fluent English is essential, both written and spoken.

Key Responsibilities

• Manage the founders’ calendars, including scheduling, prioritisation, meeting preparation, and coordination across internal and external stakeholders.
• Organise travel, accommodation, itineraries, logistics, expenses, and ad hoc executive needs.
• Support preparation for meetings, including agendas, materials, briefing notes, and follow up actions.
• Track key follow-ups from meetings and ensure actions are captured, assigned, and progressed.
• Coordinate across internal teams, investors, partners, advisors, and external stakeholders.
• Help organise board meetings, leadership meetings, offsites, company events, and investor meetings.
• Support communication on behalf of the founders where appropriate, including drafting messages, follow-ups, and internal updates.
• Maintain structure across priorities, documents, workflows, and recurring executive processes.
• Handle confidential information with discretion, judgement, and professionalism.
• Identify ways to improve operating rhythm, communication flow, and day-to-day efficiency.

What We’re Looking For

• 4–8 years of experience in executive support, operations, business operations, consulting, investment banking, private equity, venture-backed startups, or another fast-paced professional environment.
• Experience supporting founders, CEOs, senior executives, investors, or partners.
• Based in Milan, with the ability to work closely with the founders and broader leadership team.
• Fluent English is essential, with excellent written and verbal communication skills.
• Exceptional organisational skills and strong attention to detail.
• Ability to manage multiple priorities and stay calm under pressure.
• Strong judgement, discretion, and reliability.
• Proactive mindset, with the ability to anticipate needs rather than only react.
• Comfortable working with senior stakeholders, investors, founders, and leadership teams.
• Strong ownership mentality and willingness to do both strategic and operational work.
• High proficiency with productivity tools such as Google Workspace, Slack, Notion, Excel/Sheets, calendar tools, and AI tools.

Nice to Have

• Experience in a VC-backed startup, scaleup, technology company, investment firm, or consulting environment.
• Familiarity with board materials, investor meetings, fundraising processes, M&A, or executive operations.
• Interest in AI, software, technology, and company building.
• Italian language skills are a plus.

What Success Looks Like

• The founders’ time is better protected and more effectively allocated.
• Meetings are well prepared, well followed up, and operationally smooth
• Internal and external stakeholders experience clear, timely communication.
• Travel, logistics, events, and executive processes run without friction. •
• The Office of the Founders becomes more structured, proactive, and efficient over time.

Ready to Build With Us?

If you thrive in high-performance environments, enjoy bringing structure to complexity, and want to work closely with founders at the center of a fast-scaling AI company, we’d love to hear from you.