Administrative Assistant, IT & Workplace Operations

Administrative Assistant, IT & Workplace Operations

Paris, France

Job Description

APCO is seeking a proactive and technology-oriented Administrative Assistant to join our Paris office. This role combines workplace technology coordination, office operations and administrative support, with a particular focus on ensuring that workplace systems, collaboration tools and office technology operate efficiently.

Working closely with APCO's global IT team, the Office Manager and local colleagues, the successful candidate will act as the primary point of contact for workplace technology in Paris and provide administrative and operational support for office activities and events. This is an excellent opportunity for someone who enjoys technology, problem-solving and operations in a dynamic international environment.

Key Responsibilities:

• Serve as the local liaison between the Paris office and APCO's global IT team.
• Coordinate the ordering, deployment, maintenance and inventory management of office technology and equipment.
• Provide first-line support for day-to-day technology issues and facilitate escalation to IT support teams when needed.
• Support employee onboarding and offboarding by coordinating technology setup, access requests and workstation readiness.
• Ensure meeting room technology is fully operational and ready for internal and client meetings.
• Support the maintenance and optimization of shared workplace tools, including meeting room scheduling systems, collaboration technologies and other digital workplace solutions.

Promote adoption of workplace technology tools and support colleagues in their day-to-day use.

Office Operations & Workplace Experience

• Support the smooth day-to-day operation of the Paris office and contribute to a professional, welcoming and efficient workplace.
• Coordinate office facilities, services, supplies and vendor relationships in partnership with the administration team.
• Oversee the shared meeting room calendar, coordinating bookings and ensuring meeting spaces are properly prepared for internal and client meetings.
• Act as a key point of contact for employees, visitors and external service providers.
• Assist with travel arrangements, courier services and general office administration.

Administrative & Team Support

• Provide administrative support to internal teams, including document preparation, data management and record keeping.
• Assist with calendar management, meeting coordination and project-related administrative activities.
• Maintain accurate and up-to-date documentation and office records.

Events & Internal Engagement

• Support the planning and delivery of internal meetings, team activities and client-facing events.
• Assist with event logistics, supplier coordination and event preparation as needed.
• Support office-related financial processes in partnership with the Finance team.
• Manage vendor invoices, purchase orders and payment tracking.
• Ensure financial and administrative procedures are completed accurately and in compliance with APCO policies.
• Assist with expense reconciliation and vendor administration.

Qualifications & Experience:

• Previous experience in office administration, workplace operations, office coordination or a similar role within a professional services environment.
• Strong interest in workplace technology, IT coordination and digital tools.
• Experience supporting technology-related processes, equipment management or employee onboarding is highly desirable.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Customer-service mindset and the ability to build positive relationships with colleagues, clients and external partners.
• Excellent written and verbal communication skills in both French and English.
• Proficiency in Microsoft 365 applications and confidence in learning new technologies.
• A proactive, solution-oriented approach, strong attention to detail and the ability to handle confidential information with discretion.