Job Overview
Are you an organized, resourceful professional who thrives in a dynamic, multi-office environment? We are looking for an Office Manager & Executive Assistant to serve as the operational backbone of our Dublin headquarters while providing remote coordination support for our Paris and London offices and dedicated EA support to our Chief AI Officer.
This is a part-time role (half-day, five days per week) that blends hands-on office operations with executive support and light technical coordination. The ideal candidate is proactive, discreet, and comfortable managing competing priorities across time zones and functions. The role is expected to be performed over five working days per week, generally during standard business hours, with a preference for morning availabilities.
About Us
ICIMS is a leading enterprise hiring platform that combines the scale and reliability of enterprise software with the transformative power of AI. Thousands of organizations across more than 200 countries and territories trust ICIMS to find and hire the people who shape their future and drive their business forward. Powered by insights from billions of hiring interactions, continuous AI innovation, and a highly extensible platform, ICIMS helps organizations turn talent acquisition into a competitive advantage. For more than 25 years, ICIMS has delivered end-to-end hiring solutions that improve recruiting efficiency, reduce costs and create exceptional candidate experiences.
ICIMS helps solve one of the biggest challenges businesses face today: building a workforce that can adapt, scale, and perform in an increasingly competitive and unpredictable talent market. We uniquely do that by combining enterprise-grade hiring technology, AI-powered insights and automation, and connected talent experiences to help organizations improve hiring outcomes while driving measurable impact.
Responsibilities
Office Management (40% of workload)
Dublin
- Serve as the primary on-site point of contact for the Dublin office, ensuring day-to-day operations run smoothly
- 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 office environment for employees and visitors
- Coordinate office food and beverage programs including catering orders, kitchen restocking, and food arrangements for team events and meetings
- Plan and execute in-office events, team gatherings, all-hands logistics, and visitor experiences
- Manage office seating, access cards, visitor registration, and onboarding logistics for new Dublin-based employees
- Manage incoming and outgoing physical mail for the Dublin, Paris, and London offices, including sorting, distribution, shipping, and courier coordination
- Serve as the primary point of contact for postal services, courier providers, and office deliveries across all locations
- Coordinate the secure handling of confidential documents and time-sensitive deliveries when required
Remote Office Coordination – Paris & London
- Act as the remote point of coordination for the Paris and London offices, liaising with local facilities contacts, building management, and vendors
- Track and manage service requests, vendor renewals, and operational needs for both European satellite offices
- Support remote event planning and logistics for Paris and London teams in coordination with local stakeholders
- Maintain up-to-date records of vendor agreements across all three locations
Light Technical Support (10% of Workload)
- Serve as a first point of contact for basic IT and AV support needs in the Dublin office, escalating to the User Technology Services team as appropriate
- Assist with meeting room technology setup, video conferencing equipment, and visitor access to systems
- Coordinate with User Technology Services on equipment procurement, device provisioning for new hires, and hardware logistics
- Maintain office technology inventory and flag issues requiring escalation or vendor engagement
Executive Assistant – Chief AI Officer (40% of Workload)
- Proactively manage the Chief AI Officer’s calendar, including scheduling and prioritizing meetings, resolving conflicts, and anticipating scheduling needs
- Arrange travel itineraries and compile supporting materials for travel-related meetings and conferences
- Process and track travel and expense reports on a regular basis
- Act as a point of contact for the Chief AI Officer, triaging communications and following up as necessary
- Assist with special projects, track key deliverables, and provide operational support as assigned
- Handle sensitive and confidential information with professionalism and discretion
- Collaborate with other Executive Assistants to ensure appropriate coverage and coordination across the leadership team
New Joiner Onboarding (10% of workload)
- Serve as the primary onboarding coordinator for new employees joining the Dublin office, ensuring a seamless and welcoming first-day and first-week experience
- Partner with Talent Acquisition and HR to receive timely advance notice of new hires, confirm start dates, and align on onboarding requirements
- Coordinate with Corporate Technology / User Technology Services to ensure hardware is ordered, configured, and ready on day one; track device provisioning and system access requests
- Arrange desk assignments, building access, and any required office supplies or equipment for incoming employees
- Coordinate office orientation for new joiners, including introductions to the workplace, building procedures, local resources, and key contacts
- Maintain an onboarding checklist and timeline, tracking cross-functional dependencies across Talent, Corporate Technology, Facilities, and department teams
- Support remote onboarding coordination for new hires joining the Paris and London offices in partnership with local contacts
- Gather feedback from new joiners post-onboarding to continuously improve the experience
Travel
- Occasional travel to European offices (Paris and London) required for onsite support, events, or operational needs
Qualifications
- Minimum of 5 years of experience in office management, facilities coordination, or executive support
- Prior experience supporting senior executives strongly preferred
- Strong organizational and multitasking skills with exceptional attention to detail
- Excellent communication skills; comfortable engaging with employees and vendors at all levels
- Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel) and video conferencing platforms
- Comfortable with basic AV and technology support; ability to troubleshoot common issues and escalate appropriately
- Experience managing vendor relationships and coordinating across multiple office locations
- Highly resourceful and self-directed; ability to operate with minimal oversight in a fast-paced environment
- Proven ability to handle confidential information with discretion and professionalism
- Flexible and adaptable; able to manage changing priorities across time zones
- Fluency in English required; French is a plus
- Ability and willingness to travel occasionally to European office locations
- Experience working in a fast-paced technology, software, or scaling business environment preferred
- Experience supporting distributed and international teams preferred
- Proven ability to independently prioritize competing requests and anticipate needs with minimal direction
EEO Statement
iCIMS is a place where everyone belongs. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our approach helps us to build a winning team that represents a variety of backgrounds, perspectives, and abilities. So, regardless of how your diversity expresses itself, you can find a home here at iCIMS.
We are proud to be an equal opportunity and affirmative action employer. We prohibit discrimination and harassment of any kind based on race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, veteran status, genetic information, disability, or other applicable legally protected characteristics. If you would like to request an accommodation due to a disability, please contact us at
[email protected].
We accept applications for this position on an ongoing basis until the position is filled. Applications will be reviewed as they are received, and qualified candidates may be contacted throughout the posting period.
The anticipated base pay range for this position is (X) annually. Final compensation will be based on factors such as relevant experience, skills, education, internal equity, and market data. This range aligns with our commitment to equitable and transparent compensation practices, as required by applicable law.
Competitive health and wellness benefits include medical, dental, vision, 401(k), dependent care, short term 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. Benefits and eligibility may vary by location, role, and tenure. Learn more here: https://careers.icims.com/benefits
