Office Manager

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:

When you join iCIMS, you join the team helping global companies transform business and the world through the power of talent. Our customers do amazing things: design rocket ships, create vaccines, deliver consumer goods globally, overnight, with a smile. As the Talent Cloud company, we empower these organizations to attract, engage, hire, and advance the right talent. We’re passionate about helping companies build a diverse, winning workforce and about building our home team. We're dedicated to fostering an inclusive, purpose-driven, and innovative work environment where everyone belongs.

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

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.

Compensation and Benefits:

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