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