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.