Office Manager & Executive Assistant

Role overview

This role combines office administration, executive support, and light technical coordination. You will act as the central operational contact for the Dublin headquarters, while also supporting the Paris and London offices remotely and providing dedicated assistance to the Chief AI Officer.

The position is part-time, structured as a half-day across five working days each week, and is generally expected to be carried out during standard business hours with a preference for morning availability.

About the company

ICIMS is a global enterprise hiring platform that brings together the dependability of large-scale software with AI-driven innovation. Used by organizations in more than 200 countries and territories, the platform supports end-to-end recruiting, improves hiring efficiency, lowers costs, and helps companies deliver stronger candidate experiences. For over 25 years, the company has helped businesses build more adaptable and effective workforces through technology, automation, and connected talent experiences.

Office management

You will be responsible for keeping the Dublin office running smoothly and maintaining a professional, welcoming environment for employees and visitors. This includes coordinating vendors, facilities needs, supplies, catering, events, access, seating, mail handling, and day-to-day office logistics.

Remote office coordination

In addition to Dublin responsibilities, you will support operational needs for the Paris and London offices from a distance. This includes working with local contacts, tracking service requests and renewals, keeping vendor records current, and helping organize remote office events and logistics.

Light technical support

A smaller part of the role involves serving as the initial contact for basic IT and AV issues in the Dublin office. You will help with meeting room setup, conferencing equipment, and coordination with the technology team for procurement, provisioning, inventory, and issue escalation.

Executive assistant support

You will provide direct support to the Chief AI Officer by managing calendars, coordinating travel, preparing supporting materials, handling expenses, triaging communications, supporting special projects, and safeguarding sensitive information. You will also coordinate with other executive assistants to maintain coverage and alignment across the leadership team.

Onboarding support

Another part of the job is ensuring that new employees joining the Dublin office have a smooth first day and first week. You will coordinate with Talent Acquisition, HR, Corporate Technology, Facilities, and other teams to prepare desks, access, hardware, supplies, orientations, and onboarding timelines. You will also help coordinate remote onboarding for Paris and London hires and collect feedback to improve the process.

Travel

Occasional travel to the Paris and London offices is required for on-site support, events, or other operational needs.

Qualifications

• At least 5 years of experience in office management, facilities coordination, or executive support
• Background supporting senior leaders is strongly preferred
• Strong ability to organize work, manage multiple priorities, and maintain attention to detail
• Excellent communication skills for working with staff, vendors, and external partners
• Working knowledge of Microsoft 365 tools such as Outlook, Teams, Word, and Excel, plus video conferencing platforms
• Comfort with basic AV and technology troubleshooting, with the ability to escalate more complex issues
• Experience handling vendor relationships and multi-location coordination
• Self-directed, resourceful, and able to work with limited supervision in a fast-moving environment
• Demonstrated discretion when dealing with confidential information
• Adaptable to shifting priorities across different time zones
• English fluency is required; French is an advantage
• Willingness to travel occasionally within Europe
• Experience in a technology, software, or scaling business environment is preferred
• Experience supporting distributed and international teams is preferred
• Ability to independently prioritize competing requests and anticipate needs

Equal opportunity statement

ICIMS states that all people belong and that the company is committed to inclusion, diversity, and equal opportunity. Hiring and workplace practices are intended to avoid discrimination or harassment based on protected characteristics. Accommodation requests related to disability can be directed to careers@icims.com.

Compensation and benefits

Applications are accepted on an ongoing basis until the role is filled, and candidates may be contacted throughout the posting period. The anticipated base pay range is listed as X annually, with final compensation depending on experience, skills, education, internal equity, and market data.

Benefits may include medical, dental, and vision coverage; 401(k); dependent care; short- and long-term disability; life and AD&D insurance; bonding and parental leave; mindfulness resources; an open vacation policy; sick days; paid holidays; quiet hours each workday; and tuition reimbursement. Benefit eligibility may vary by location, role, and tenure.

Additional information

The role is expected to be carried out across five working days each week, generally during standard business hours, with a preference for mornings. The job also involves handling confidential documents, coordinating couriers and deliveries, and working across multiple offices and functions.

Responsibilities

• Keep the Dublin office operating efficiently and act as the main in-office contact
• Work with building management, facilities vendors, and service providers to handle maintenance, repairs, and supplies
• Oversee office supplier agreements, invoices, and service delivery
• Maintain a tidy, organized, and visitor-friendly workplace
• Arrange catering, kitchen replenishment, and food service for meetings and team events
• Plan and support office events, gatherings, all-hands coordination, and guest experiences
• Coordinate seating, access cards, visitor registration, and onboarding support for Dublin hires
• Manage inbound and outbound physical mail for Dublin, Paris, and London, including sorting, shipping, and courier coordination
• Serve as the contact point for postal services, couriers, and office deliveries across all locations
• Ensure confidential and time-sensitive documents are handled securely when needed
• Support facilities and vendor coordination for the Paris and London offices
• Track service requests, renewals, and ongoing operational needs for satellite offices
• Assist with event planning and logistics for Paris and London teams
• Maintain accurate vendor records across all office locations
• Provide first-line support for basic IT and AV needs in the Dublin office
• Help set up meeting room technology, video conferencing tools, and visitor access systems
• Coordinate with the User Technology Services team on equipment purchasing, provisioning, and hardware logistics
• Maintain office technology records and escalate issues when necessary
• Manage the Chief AI Officer’s calendar, scheduling priorities, and conflict resolution
• Arrange business travel and prepare supporting materials for trips and conferences
• Track and process travel and expense submissions
• Filter and follow up on communications for the Chief AI Officer
• Support special projects and track key deliverables
• Protect sensitive and confidential information
• Work with other executive assistants to ensure smooth leadership support coverage
• Coordinate new-hire onboarding for the Dublin office
• Partner with Talent Acquisition, HR, Corporate Technology, Facilities, and other teams to align onboarding steps
• Ensure hardware, access, desk setup, and supplies are ready for day one
• Organize office orientation and introductions for new employees
• Track onboarding checklists, timelines, and cross-functional dependencies
• Support remote onboarding for Paris and London hires
• Collect and review onboarding feedback to improve the process
• Travel occasionally to Paris and London for on-site support, events, or operational needs

Requirements

• Minimum 5 years of relevant experience in office management, facilities coordination, or executive assistance
• Previous support for senior executives is preferred
• Strong organizational ability and comfort juggling multiple priorities
• High attention to detail and reliable follow-through
• Clear communication skills for dealing with employees, vendors, and leadership
• Hands-on experience with Microsoft 365 and video meeting platforms
• Basic troubleshooting ability for AV and office technology
• Experience working with vendors across multiple office locations
• Ability to work independently with little supervision
• Professional discretion in handling sensitive information
• Flexibility to shift priorities across time zones
• English fluency required
• French language ability is an added advantage
• Willingness to travel occasionally within Europe
• Experience in technology, software, or fast-growing businesses is preferred
• Experience supporting distributed and international teams is preferred
• Ability to anticipate needs and prioritize competing requests on your own

Perks & benefits

• Competitive health and wellness coverage
• Medical, dental, and vision benefits
• 401(k) retirement plan
• Dependent care support
• Short-term and long-term disability coverage
• Life and AD&D insurance
• Bonding and parental leave
• Mindfulness resources
• Open vacation policy
• Sick leave and paid holidays
• Quiet hours each workday
• Tuition reimbursement