Job Description

Applicants belonging to protected categories (Law 68/99) are encouraged to apply.

This position plays a key role in ensuring the smooth, efficient and professional day-to-day running of the office environment. Acting as the first point of contact for visitors and internal stakeholders, the role combines front desk responsibilities with broader administrative support, contributing to a well-organized, welcoming and functional workplace.

Key Responsibilities

• Serve as the first point of contact for visitors and callers, ensuring a professional and welcoming experience both in person and remotely
• Manage incoming calls efficiently, directing them appropriately or taking accurate messages and sharing them with relevant stakeholders
• Coordinate meeting logistics, including scheduling appointments, conference calls and video meetings across internal and external participants
• Support the overall office organization, ensuring common areas (reception, meeting rooms, kitchen, training spaces) are consistently well-maintained and presentable
• Oversee office supplies and vendor coordination, including stationery, refreshments and other operational needs, ensuring adequate stock levels at all times
• Assist with office events, meetings and internal activities, including logistical support and coordination with external providers where needed
• Manage incoming and outgoing correspondence, including mail, couriers and shipments
• Provide general administrative support to teams across the organization as required

Qualifications & Skills

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines
• Excellent communication skills, both verbal and written, with a professional and polished approach
• Confident interpersonal skills, with the ability to interact effectively with a variety of stakeholders
• Team-oriented mindset with a proactive and solution-focused attitude
• High level of reliability, ownership and attention to detail
• Comfortable working in a dynamic environment with shifting priorities
• Proficiency in English
• Good knowledge of Microsoft Office (Word, Excel, PowerPoint)

Additional Attributes

• Professional presence and approach appropriate for a front-facing role
• Ability to contribute to a positive and well-functioning office environment
• Previous experience in office coordination, administration or reception roles is a plus

InterSystems Italia is committed to ensuring equal opportunities for all candidates. We believe in fostering an inclusive workplace that respects and promotes diversity, regardless of gender, age, race, religion, sexual orientation, disability, or any other protected status. We encourage applications from suitably qualified individuals of all backgrounds, and are dedicated to creating a fair and non-discriminatory recruitment process.