Paris, France
Office manager and executive assistant
at Ailleurs Studio
Ailleurs Studio is seeking an office manager and executive assistant to join its team in Paris.
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.
Role 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.
Key responsibilities
Administrative support and communication:
- act as the primary contact for internal and external communications studio enquiries/coordinate leadership agendas and meetings
- take notes and follow up on actions/ensure clear, timely information flow between leadership, project teams and clients
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).
Finance and 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).
Office operations and vendor management
Oversee day-to-day logistics, office supplies and subscriptions / liaise with it support to ensure a reliable working environment (accounts, hardware basics).
HR support (basic processes)
Assist with recruitment coordination (job posts, interview logistics), on boarding checklists/track holidays and absences/help nurture a positive studio culture through team communications and routines.
Ideal profile:
- experience in office or studio management, project coordination or creative production (architecture, architectural visualization or design environments)
- excellent organisation, prioritisation and attention to detail; ability to keep many moving parts aligned
- language: fluent french and english (italian is a plus)
- digital tools: google workspace, slack, clickup (or similar pm tool)
- AI automation notions (serif, tactiq ai, n8n, notebook lm or similar)
- HR and 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 [email protected] with the subject line “office and 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 ways 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.
IG: @ailleurs.studio