Office Manager

AdaCore: Helping Developers Build Software that Matters

The AdaCore HR and Office team is seeking an Office Manager to ensure the smooth day-to-day operation of our workspace and support our teams in meeting their operational needs.

For 30 years, we've partnered with global leaders in aerospace & defense, air traffic management, space, railway and financial services. We've developed tools and services simplifying high-integrity software development through a subscription-based model. As demand for secure applications grows in industries like automotive, medical, energy, and IoT, we're adapting our proven technologies to assist a new generation of developers.

Our 190+ global experts based in the US, France, Germany, the UK, and Estonia, collectively develop cutting-edge technologies to address the challenges of high-grade software development.

Joining AdaCore is about joining a culture of innovation, openness, collaboration and dependability, which defines how we work together, with our customers and partners.

Job description
:

Daily Office Life

• Welcome visitors and manage the physical reception.
• Manage incoming calls and relay messages as needed.
• Manage relationships with service providers to ensure compliance with service agreements: cleaning, small maintenance work, building management, mail, packages, sports classes, etc.
• Monitor inventory and regularly restock office supplies, consumables, coffee, snacks, etc.
• Manage the office budget by tracking and optimizing spending related to office life, events, and travel.
• Identify and implement improvements to enhance office organization and comfort.

Event Coordination

• Support the organization of internal events (breakfasts, team buildings, themed activities, team meetings, holiday dinners, offsites, etc.) by independently handling early-stage tasks: gathering needs, sourcing providers, selecting suitable options.
• Assist the Sales and Marketing teams with the logistical preparation of external events (trade shows, conferences, etc.).
• Manage business travel: support employees with bookings, maintain and update the Travel Policy (documentation, communication, internal training), negotiate with travel providers (e.g. hotels), and prepare regular reporting in collaboration with the Finance team.

Evolving Responsibilities (depending on profile and learning curve)

Depending on the skills developed and the autonomy on core tasks, the Office Manager may gradually take on additional responsibilities, such as:

• Creating communication materials (presentations, slide decks).
• Contributing to Employer Branding initiatives in collaboration with the HR and Communication teams.

Profile

• Proven experience (2–5 years) as an Office Manager, Executive Assistant, or in a similar role.
• Strong organizational skills and service-oriented mindset.
• Proactive, reliable, and autonomous.
• Excellent written and verbal communication skills
• Comfortable with office and collaboration tools (Google Workspace, Slack, etc.)
• Professional proficiency in English is required.

Beyond the job

We're a global organization driven by diverse backgrounds, fostering innovation through an open exchange of ideas. We welcome applicants of all backgrounds, celebrating diversity in ethnicity, nationality, gender, age, religion, abilities, sexual orientation, veteran or marital status.

Our commitment is to help our teammates, wherever they are based, feel comfortable and satisfied, by encouraging flexibility to ensure them a healthy work-life balance. Additionally, we prioritize individual development by offering continuous training from day one with a personalized onboarding plan.