Executive Operations Associate, Office of the Founders

About the role

The Office of the Founders at Shop Circle is seeking an Executive Operations Associate to support the founders in daily execution, coordination, and logistics. This high‑trust position will enable the founders to focus on strategic priorities by ensuring meetings, communications, travel, and follow‑ups run smoothly in a fast‑moving AI‑first SaaS environment.

Key responsibilities

• Manage the founders’ calendars, schedule and prioritize meetings, and prepare agendas, briefing notes and supporting materials.
• Organise travel, accommodation, itineraries, logistics, expense reporting and ad‑hoc executive requests.
• Track action items from meetings, assign owners and monitor progress to completion.
• Coordinate with internal teams, investors, partners, advisors and other external stakeholders.
• Support the planning and execution of board meetings, leadership off‑sites, company events and investor gatherings.
• Draft internal communications, follow‑up messages and updates on behalf of the founders when appropriate.
• Maintain structured documentation, workflows and recurring executive processes.
• Handle confidential information with discretion and professionalism.
• Identify and implement improvements to operating rhythm, communication flow and day‑to‑day efficiency.

Required profile

• 4–8 years of experience in executive support, business operations, consulting, investment banking, private equity or high‑growth startup environments.
• Proven track record supporting founders, CEOs, senior executives, investors or partners.
• Based in Milan with the ability to work closely with the founders and senior leadership team.
• Fluent English (written and spoken) is essential.

Required skills