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Office Manager (M/F)

Office Manager (M/F)

* Please provide any information and documents in English only *

One day companies will be able to generate their own renewable energy and offset CO2 emissions. At Helexia that day is today!

We are 274 employees spread around Portugal, Spain, France, Belgium, Italy, Brazil, Hungary, Poland, Romania, Senegal and growing fast.

We work in a “one office” environment and we really believe that magic happens when people work together. Together also includes team’s meetings and flexible hours. Your success is achieved by your impact and deliveries rather than the hours you put in. We believe in transparency, directness and empathy,

with a strong customer focus and work before ego. We grow fast and agile but we always see people first. Each person has their own path for career growth and we believe that the only way for the company to grow is if you grow. This is who we are. Do you feel you could fit in? We are looking forward to meeting you!

To join the Operations Team of Helexia Italy, in Milan, we are looking for:




Are you the type of person who sees the inefficiencies in a workplace, and are likewise challenged with a lack of authority to make changes? Are you capable of working on multiple projects without getting lost, besides in the details? Do all your friends look at you weird for being such an early riser?

If you are the smartest person in the room where you work/ed, but desire a role that challenges you, this might be the ideal opportunity for you! We are seeking someone who is tech-savvy, reasonably hip, has that “side-hustle energy” and who knows how to manage their email inbox. To-do lists are probably your best friend. And If you really love to help people around you and to contribute to make everyone’s life better and more meaningful, if this sounds like you, here at Helexia, we are a fresh, fun and rapidly growing company, looking for a talented Office Manager to join the team.

We’d love to chat with you!



Reports to




  • Oversee and support all administrative duties in the office and ensure that office is operating smoothly
  • Manage office supplies inventory and office budget as necessary
  • Perform receptionist duties: greet visitors, and answer and direct phone calls
  • Receive and sort incoming mail and deliveries, and manage outgoing mail
  • Develop office policies and procedures, and ensure they are implemented appropriately
  • Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
  • Assist in planning company´s events, meetings, and special projects
  • Lead and ensure internal communication (newcomers, onboarding, offboarding, etc.)
  • Manage onboarding processes
  • Identify opportunities for process and office management improvements, and design and implement new systems
  • Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports

Health, Safety & Environmental


  • We believe that the root of our success lies in our people, so we will be truly committed with your professional success and happiness.
  • You’ll be in the forefront of a dynamic environment every single day.
  • We offer a unique workplace, combining the typical benefits of a large corporation with an informal and energetic startup environment
  • 26 vacation days a year
  • Work and Health insurance
  • Personal computer and phone

Qualification & Education



  • Education Degree in business administration, communication, human resources or related areas
  • 2 – 5 years of previous experience in office management, executive assistant, human resources (HR), IT support, administration support or other similar and related fields
  • Flexible team player willing to do what it takes to get the job done
  • Adaptable and enjoys a challenge
  • Must have exceptional attention to detail
  • Strong organizational and time management skills, and ability to prioritize
  • Must be a self-starter and driven
  • Excellent communication and interpersonal skills
  • Strong problem-solving skills and analytical abilities
  • Must be proficient with Microsoft Office, especially ppt, and Google products
  • Proficiency in English (very important)
  • Proactive, results-team-oriented, and fun!


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