Office Manager and Executive Assistant

ailleurs.studio; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

A creative studio in Paris is seeking an Office Manager and Executive Assistant who will also handle project management responsibilities. The ideal candidate should have experience in office/studio management and proficiency in both French and English. The role offers a dynamic environment with opportunities for growth and exposure to exciting design projects. Interested candidates can apply by sending their CV to the provided email address.

Prestations

Creative work environment

Room for growth

Competitive salary package

Qualifications

• Experience in office/studio management, project coordination or creative production.
• Fluent in French and English, written and spoken.
• Calm, proactive and service-oriented mindset.

Responsabilités

• Act as the primary contact for internal and external communications.
• Support production planning and project scheduling.
• Prepare client-facing quotes and track project budgets.

Connaissances

Office/studio management

Project coordination

Fluent French

Fluent English

Organizational skills

Attention to detail

Digital tools proficiency

HR processes familiarity

Outils

Google Workspace

Slack

ClickUp

Description du poste

We are looking for a new team member to take over the role of Office Manager and Executive Assistant, expanding it with responsibilities in Project Management.

Overview

This is a pivotal, people-centred role that keeps the studio running smoothly and supports our creative pipeline. You will balance day-to-day studio operations with project management, acting as a connector between leadership, the creative team, clients and our Administrative Manager.

Responsibilities

1. Administrative support & communication
   • Act as the primary contact for internal and external communications studio enquiries.
   • Coordinate leadership agendas & meetings; take notes and follow up on actions.
   • Ensure clear, timely information flow between leadership, project teams and clients.
2. Project management (coordination)
   • Support production planning: timelines, task distribution, check-ins and status updates.
   • Maintain project scheduling tools and Gantt-style timelines, flag risks and blockers, and facilitate handovers between phases, milestones and deliveries.
   • Interface with clients on organisational aspects (kick-off, schedules, deliverables calendar).
3. Finance & administration (collaborative)
   • Prepare client-facing quotes and track project-level economic inputs (budgets, expenses, time).
   • Liaise closely with the Administrative Manager (invoicing, treasury, payments) and external accountant to align project and financial workflows.
   • Maintain orderly documentation and filing (contracts, NDAs, supplier records).
4. Office operations & vendor management
   • Oversee day-to-day logistics, office supplies and subscriptions.
   • Liaise with IT support to ensure a reliable working environment (accounts, hardware basics).
5. HR support (basic processes)
   • Assist with recruitment coordination (job posts, interview logistics), onboarding checklists.
   • Tracking holidays/absences.
   • Help nurture a positive studio culture through team communications and routines.

Ideal Profile

• Experience in office/studio management, project coordination or creative production (architecture/ architectural visualization/design environments are a plus).
• Excellent organisation, prioritisation and attention to detail; ability to keep many moving parts aligned.
• Language: fluent French and English (written and spoken).
• Digital tools: Google Workspace, Slack, ClickUp (or similar PM tool).
• HR & financial literacy: familiarity with basic HR processes and financial administration.
• Calm, proactive and service-oriented mindset; discretion and professionalism.
• Team player who enjoys enabling others to do their best work

What We Offer

• An international, human-scale and creative environment.
• A central, transversal role with real impact and room for growth.
• Exposure to inspiring architecture and design projects.
• A studio culture that values creativity, integrity and well-being.
• A competitive salary package.

How To apply

Send your cv (and a brief motivation note) to

• [e-mail]

with the subject line “Office & Project Manager – Your Name".

About

ailleurs.studio team creates photorealistic imagery, motion films and architectural photography for architects, interior designers, developers, agencies and brands. We combine craft and computation blending photoreal CGI, professional photography and generative AI tools to explore new modes of architectural storytelling and to prototype design decisions earlier in the process.

The core of our practice is to bridge technology and poetry: we capture the spirit of the not-yet-built, allowing images to speak through real qualities that stem from design, details, location, light, and matter. We collaborate with CGI artists, filmmakers, motion designers, photographers and AI researchers who enjoy experimentation, cross-disciplinary projects and collective craft.