Office Manager & Executive Assistant to the CEO

Job description

📌 About the Role The Office Manager & Executive Assistant plays a key role in ensuring the smooth day-to-day operations of Jus Mundi's offices while serving as the CEO's primary organisational partner. Reporting to the COO, this role acts as the bridge between our Paris office and remote teams, helping create a consistent, engaging employee experience across all locations. This position combines Executive Assistant responsibilities with Office Management and Employee Experience, ensuring our workplaces remain efficient, welcoming, and aligned with Jus Mundi's culture. We are looking for a highly organised, proactive and service-oriented professional who thrives in a fast-paced environment, brings structure to complexity, navigates uncertainty with autonomy, anticipates needs before they arise, and enjoys creating an exceptional workplace experience for both in-office and remote employees. 🌟Your mission at Jus Mundi Executive Assistant to the CEO Manage the CEO's calendar, ensuring effective prioritization of meetings, commitments, and travel. Organise and coordinate internal and external meetings, including agendas, presentations, supporting documentation and follow-up actions. Coordinate business travel, accommodation, and logistics. Manage correspondence and act as a first point of contact when appropriate. Track key action items and deadlines, ensuring timely follow-up. Provide day-to-day administrative and organizational support to the CEO. Collaborate closely with the Leadership Team to facilitate coordination across the organization. Office Management & Employee Experience Workplace Operations Ensure the smooth day-to-day operation of the Paris office while overseeing workplace operations across Jus Mundi's other offices. Act as the primary point of contact for landlords, building management, office suppliers, and external service providers. Coordinate facilities management, office maintenance, equipment, workplace services, and operational communications across all office locations. Manage workplace budgets, supplier contracts, renewals, and office-related expenses in partnership with the Finance Team. Employee Experience Coordinate initiatives that enhance the day-to-day workplace experience across all Jus Mundi locations. Create opportunities for employees to connect, collaborate, and enjoy a positive workplace experience across our offices. Organise company events, celebrations, workshops, offsites, and other internal initiatives that bring colleagues together. Connecting Distributed Teams Act as the bridge between Paris-based, international and remote teams, ensuring a consistent employee experience regardless of location. Develop initiatives that better integrate remote employees into company life and foster collaboration across distributed teams. Ensure remote employees remain informed, connected, and actively included in company communications, events, and workplace initiatives. ⚙️ Preferred Experience and Skills 3+ years of experience as an Executive Assistant supporting a CEO or other C-level executive or significant experience in Workplace / Office Management with the ambition to evolve into an Executive Assistant role. Previous experience overseeing office operations and employee experience is highly valued. Experience in an international, fast-growing environment is required. Hands-on experience using AI tools to improve productivity and automate or simplify day-to-day administrative and operational tasks. Outstanding organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment. Strong interpersonal and communication skills, with a proactive, service-oriented mindset. High level of discretion, professionalism, and attention to detail. Proficient with Google Workspace, Slack, Notion, Microsoft Office, and AI-powered workplace tools to improve productivity, streamline workflows, and enhance day-to-day efficiency. Fluent English is mandatory. This role is primarily office-based and requires a minimum of 4 days per week in our Paris office with flexibility to travel occasionally to support our international offices and company events. 🔄 Interview process We’re proud of our multicultural team representing 37 nationalities! To ensure smooth communication, please apply in English (CV and application form questions). Interview with People team (30 min) Interview with Eurydice, VP of Executive (1h) Interview with Jean-Rémi, CEO (1h) Meet the Team at the office Please note that, due to the nature of the sector we operate in, the final steps of our recruitment process include reference calls and a background check. Need More Reasons to Join Us? ✨ 🏖 Get 5 weeks of vacation each year, and take them whenever it suits you. 🩺 Receive 100% coverage of private health insurance for yourself and your children. 🍴 Enjoy 60% company-funded restaurant vouchers for your weekday meals (Swile). 😍 Participate in company-wide summits called JM Fest to connect and inspire. 🤸‍♂️Stay active with a co-financed ClassPass membership by accessing a variety of fitness and wellness activities. 🌍 Enjoy the flexibility to work from anywhere across the globe for up to 8 weeks per year. ✈️ Receive relocation assistance to help ease your transition to France. 💙 Last but not least: Experience a commitment to building a warm, inclusive, and diverse environment. At Jus Mundi, we believe that diversity, equity, and inclusion are key to our success. Confidence can sometimes hold us back from applying for a job, but we’ll let you in on a secret: there’s no such thing as a ‘perfect’ candidate. We celebrate diverse backgrounds, experiences, and identities, and we encourage you to apply regardless of how you identify. Whether you’re early in your career or a seasoned professional, your unique perspective and skills are what matter most. Join us in building a workplace where everyone feels valued, empowered, and excited to contribute their best work every day. Join Jus Mundi – To Power Global Justice 🚀⚖️ Founded in 2019 and recognized as a mission-led company, Jus Mundi is pioneering legal technology to power global justice through artificial intelligence. 🌍 Headquartered in Paris, with additional offices in New York, London, and Singapore, Jus Mundi serves over 150,000 users, including top law firms, multinational corporations, government bodies, and academic institutions in more than 90 countries. By combining legal expertise with cutting-edge AI technology, we provide global legal intelligence, data-driven arbitration professional selection, and business development services. What Makes Jus Mundi the Place to Be 🌟 🧬 Our Values: With core values as Listen (Solve for the Legal Community), Iterate (Start Sharp, Stop Smart), Commit (Step In, Own the Outcome), Belong (Build together through diversity) , Uphold (Aim for Justice with Integrity) , we cultivate a dynamic environment that encourages collaboration, innovation, and continuous growth. 🚀 Legal Is the Next Frontier for GenAI : Legal is one of the top industries ready to be transformed by GenAI. At Jus Mundi, we’re building transformative AI where it has the power to make the most impact. 🌐 Proven Product Market Fit : Jus Mundi has secured product-market fit in global markets since launch, partnering with top-tier law firms, government bodies, and major corporations, including : Quinn Emanuel, Wong Partnership, Total Energies, Canada, UK, and Japan. 💸 Strategic Investment : In 2024, we raised over $20 million in Series B funding from prominent strategic international investors, including Acton Capital, True Global Ventures, C4 Ventures, and FJ Labs, fueling our growth and innovation. 🤖 Legal Meets Tech : Our engineers and former lawyers collaborate closely with large language models (LLMs) to pioneer the future of generative AI and reshape professional services. 🌟 Exceptional Team : Work with talented professionals from industry leaders, including engineers, legal experts, and AI specialists from companies like Google and Amazon who are pushing the boundaries of legal tech.