⌘ Role Overview

The Executive Assistant / Office Manager is the operational backbone that enables the CEO and Chief of Staff to focus on strategic priorities. This role requires someone who thinks like an owner, acts proactively, and continuously looks for ways to reduce friction and optimize operations.

This is not a task execution role — it's about anticipating needs, taking initiative, and creating systems that work. You'll manage complex logistics, coordinate cross-functional initiatives, ensure nothing falls through the cracks, and deliver exceptional hospitality to our team.

⚠️ The role requires onsite presence (Paris 3rd), with remote work allowed occasionally.

⌘ Key Responsibilities

Executive Support to CEO (~40%)

• Own and optimize the CEO’s calendar architecture: priorities, sequencing, buffers, and a coherent daily flow.
• Prepare the CEO for key meetings: briefs, pre-reads, context, and clear next steps if relevant.
• Act as a first-line filter on inbound requests (email, LinkedIn, events, press, speaking, partnerships), with strong judgment on what to decline, defer, delegate, or escalate.
• Maintain a simple, always-updated tracking system so the CEO has visibility on what’s pending, what’s accepted, and what’s blocked.
• Coordinate travel end-to-end: itinerary quality, realistic timing, calendar invites with all info, and proactive contingency planning.
• Handle admin and personal operations with a mindset of simplification and systemization (recurring payments, invoices, documentation, accounting, coordination).

Operational Support to Chief of Staff (~40%)

• Coordinate leadership logistics: leaders visiting Paris, in-person weeks, rituals (All-Hands, leadership meetings), and cross-functional sessions.
• Support offsites and key company events from A to Z (venue, travel, run-of-show, on-the-day execution, and follow-ups).
• Track strategic initiatives across departments: chase inputs, maintain action lists, and flag risks early so nothing stalls.
• Translate ambiguous asks into clear scopes, owners, timelines, and next actions.
• Build and maintain lightweight systems (templates, trackers, documentation) that reduce recurring friction and reliance on institutional memory.

Office Management (~20%)

• Run the Paris HQ day-to-day: supplies, facilities, vendor management, recurring maintenance, and a consistently high-quality office environment.
• Coordinate with the building office manager and external providers to resolve issues quickly and raise standards.
• Create an excellent employee experience through thoughtful hospitality: anticipating needs, welcoming visitors, and making the office feel cared for.
• Design and run team moments (celebrations, milestones, gatherings) with strong attention to detail and cultural alignment.
• Continuously improve the office experience through small experiments and feedback loops.

⌘ Skills & Competencies

Hard skills:

• Advanced proficiency in Google Workspace, calendar architecture, and productivity systems
• Experience with Notion, Slack, and building operational dashboards
• Strong project management and event coordination capabilities
• Ability to create systems, frameworks, and repeatable processes
• Budget management and vendor negotiation
• Hospitality and service excellence mindset

Soft skills:

• High EQ and ability to read situations and adapt communication style
• Strong judgment and decision-making in ambiguous situations
• Assertiveness combined with diplomacy
• Cultural sensitivity for international, distributed teams (38 nationalities)
• Relentless follow-through and attention to detail
• Warmth, creativity, and genuine care for people

⌘ Required Experience

• 3-5+ years as Executive Assistant supporting senior executives in fast-paced environments
• Proven track record of proactive ownership and initiative (provide examples)
• Experience managing complex logistics, travel, and cross-functional coordination
• Demonstrated ability to build systems and optimize processes
• Track record of expanding scope and taking on increasing responsibility
• Experience in hospitality, event management, or creating exceptional experiences is a strong plus
• Proficiency in Google Workspace, Notion, Slack

⌘ Language

Fluency in English and French is required.

⌘ Recruitment process

Introduction Call — A conversation with TA Lead to introduce the company, the role, and learn about you.

Business Interview (Onsite) — Discussion with Chief of Staff about your experience.

Case Study — Practical exercise to evaluate your skills.

Final Interview (Onsite) — Panel interview with CEO and Chief of Staff - Case study review and Q&A