Office Manager & Executive Assistant (Part‑time)

About the role

iCIMS is seeking a proactive, organized professional to serve as the operational backbone of its Dublin headquarters while providing remote coordination for its Paris and London offices. This part‑time position (half‑day, five days a week) blends hands‑on office management with executive assistance to the Chief AI Officer.

Key responsibilities

• Act as the primary on‑site point of contact for the Dublin office, overseeing day‑to‑day operations.
• Manage relationships with building management, facilities vendors, and service providers; coordinate maintenance, repairs, and office supply procurement.
• Oversee vendor contracts, invoicing, and service delivery for office‑related suppliers.
• Maintain a clean, organized, and welcoming environment for employees and visitors.
• Coordinate catering, kitchen restocking, and food arrangements for team events and meetings.
• Plan and execute in‑office events, all‑hands logistics, and visitor experiences.
• Handle office seating, access cards, visitor registration, and onboarding logistics for new Dublin‑based employees.
• Manage incoming and outgoing physical mail for Dublin, Paris, and London offices, including courier coordination.
• Serve as remote point of coordination for Paris and London offices, liaising with local facilities contacts and tracking service requests.
• Provide dedicated executive assistance to the Chief AI Officer, managing calendars and confidential documents.

Required profile

• Highly organized and resourceful professional who thrives in a dynamic, multi‑office environment.
• Discreet and comfortable handling confidential information.
• Excellent ability to manage competing priorities across time zones.
• Strong communication skills and a proactive attitude.
• Availability during standard business hours, with a preference for morning availability.

Required skills