Administrative Management, Administrative Skills, Artificial Intelligence (AI), Change Management, Computer Workstations, Cross-Functional, Delivery Driving, Documentation, English Language, Event Management, Follow Through, French Language, Leadership, Legal Support Skills, Logistics, Logistics Management, Office Management, Onboarding, Operational Support, Organizational Skills, Presentation/Verbal Skills, Project/Program Management, Staff Requirements, Writing Skills
Office Administrator
Location: Paris / On-site 5 days per week
(This is a highly employee-facing role and requires strong presence in the office.)
About the role
We are looking for a highly organized, proactive Office Administrator to keep the office running smoothly, support the leadership team with essential administrative follow-through, and help create a great day-to-day workplace experience.
This role spans:
- Office & workplace administration
- Light executive / calendar support
- Onboarding & people admin logistics
- Events & team rituals logistics
- Project management of important administrative projects for the company
- Cross-functional coordination and follow-through
You will report to the COO and work closely with Operations while supporting all functions in the company.
What you'll be doing
1) Office & Workplace Administration
- Own day-to-day office operations: supplies, access, meeting rooms, vendors, equipment, workspace setup.
- Handle ad hoc workplace needs (e.g., equipment, AC, monitors, shipping).
- Be the operational point of contact for daily employee needs.
- Ensure the office experience is smooth, welcoming, and well organized.
2) Events, Rituals & Culture Logistics
- Take initiative to own and organize internal events and team rituals (team gatherings, workshops, celebrations).
- Organize company offsites / on-sites (logistics, bookings, schedules, follow-ups, on-site event management during the event itself).
- Coordinate merchandise orders and distribution.
3) Admin Project Management & Follow-through
- Own, track and drive follow-ups on key administrative workstreams (e.g., supporting legal or HR administrative tasks) to ensure nothing drops.
- Coordinate documents, trackers, and workflows / deliverables across stakeholders so timelines are met.
- Support change management for internal processes and tools (set-up, access, documentation, and ongoing tools administration).
4) Calendar + Onboarding Support
- Provide light calendar support and scheduling help where needed.
- Manage onboarding logistics (welcome packs, workstation setup, Day-1 schedule).
- Support employee lifecycle admin in coordination with Operations/People (documentation, coordination with providers as needed).
What you'll bring
Core traits
- Highly organized and structured; strong follow-through.
- Great project management skills
- Proactive and anticipatory.
- Professional and discreet with confidential information.
- Reliable under pressure; comfortable with many moving parts.
- Service-minded, employee-facing, and warm.
- Great vibe and energy
Skills & experience
- 3-6 years in office administration, executive assistance, workplace operations, people/admin support, or similar.
- Proficient with Google Workspace and Notion.
- Excellent written & verbal communication in English and French.
The Candidate Journey
To be considered, please submit your CV in English. We believe in a transparent and collaborative interview process. Here is what you can expect after submitting your application:
- Application screening
- Internal Recruiter Review (30 minutes)
- Hiring Manager Interview (30 minutes)
- Live Case Study (1 hour)
- In person office meeting
- Offer
Why this is a unique opportunity
You will help build the day-to-day workplace experience and energy of a frontier AI company, enabling the team to do their best work and have fun.