Administrative & Office Coordinator Paris

Administrative & Office Coordinator Paris
ABOUT THE ROLE

We are looking for a proactive and versatile Administrative & Office Coordinator to join our AI Frontier team (imec.AILABS) in Paris. This is a newly created role designed to support the operational backbone of our growing organization. You will be the go-to person for keeping the office running smoothly, supporting our leadership team day-to-day, and helping us build a strong local presence in the Paris AI community.

The position starts as part-time (50%), giving you the flexibility to grow with us. As the team expands, the role is expected to transition to full-time, offering long-term career development opportunities.
KEY RESPONSIBILITIES

Office Management

• Serve as the primary point of contact with the office landlord and building management.
• Oversee office facilities, maintenance requests, supplies, and vendor relationships.
• Lead the search for a larger office space as the team grows, including scouting locations, liaising with real-estate agents, and evaluating options.
• Manage lease and service contracts, ensuring renewals and negotiations are handled in a timely manner.
• Ensure the office environment is welcoming, well-organized, and compliant with local health & safety requirements.
• Assist remote team members traveling to the office to find lodging and negotiate favorable rates with facilities near the office.

Operational and Administrative Support

• Manage complex calendars for the leadership team, including scheduling meetings, calls, and appointments across time zones.
• Coordinate travel logistics - flights, hotels, ground transportation, and visa requirements.
• Process and reconcile expense reports and invoices, ensuring compliance with company policy.
• Prepare meeting materials, agendas, and minutes as needed.
• Handle confidential correspondence and information with discretion.

Local Networking & Community Engagement

• Scout and evaluate local networking events, industry conferences, and community initiatives relevant to our sector.
• Maintain a calendar of upcoming events in Paris and recommend those most valuable for the team to attend or sponsor.
• Help build and nurture relationships with local partners, associations, and the broader Paris business community.
• Represent the organization at select events in a professional and engaging manner.
• As linking pin from the Paris office you will be part of the imec wide community of administrative and operational enablers

WHAT WE ARE LOOKING FOR

• Previous experience in office management, executive assistance, or a similar administrative role.
• Excellent organizational skills with a strong attention to detail and ability to manage multiple priorities.
• Strong interpersonal and communication skills - comfortable engaging with senior stakeholders, vendors, and external partners.
• Proficiency in productivity tools (Microsoft 365/Teams, calendaring tools, expense platforms).
• Fluency in French (native or near-native); good working level of English is required.
• Proactive, self-starting attitude - you take initiative without waiting to be asked.
• Discretion and professionalism when handling sensitive information.
• A genuine interest in networking and community engagement is a plus.

WHAT WE OFFER

• A part-time position with a clear and realistic pathway to full-time as the team grows.
• A central role in a dynamic, fast-moving organization where your impact is visible from day one.
• Competitive compensation, commensurate with experience.
• A collaborative and supportive team culture.
• Office based in Paris, with flexibility where possible.

IMEC and its affiliates will not accept unsolicited resumes from any source other than directly from a candidate. IMEC will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter "Agency") to have been referred by the Agency free of charge. IMEC will not pay a fee to any Agency that does not have a prior written agreement with IMEC, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.