Office Manager

UpSlide is the number one productivity solution provider for financial services. Our software dramatically improves the functionality of PowerPoint, Word, Excel, and Power BI and enables users at firms like Citi, KPMG, and BNP Paribas to focus on high-value tasks rather than formatting or copy-pasting. We’re scaling up with 160+ employees across our offices in New York, London, Paris (HQ), Singapore, and Berlin.

**Our values ✨**:
Our values guide our approach to work and are at the heart of our recruitment process. To join our team, we look for individuals who value:

- **Excellence**: _We think that every detail counts, and we place great importance on the quality of our deliverables._
- **Trust**: _We are passionate, committed, and free to act with autonomy._
- **Happiness at work**: _We enjoy looking on the bright side and we share our enthusiasm with our colleagues and clients._

**The team **‍‍**: Lilia, our Office Manager, who never misses an opportunity to kickoff a karaoke

Dieynaba, our Senior Sales Admin, fan of reading Anne, our CFO, dance fan Hocine, our Finance assistant, fan of director Christopher Nolan's films

**Team rituals**:

- Monthly team lunch + every special occasion
- A team update every Monday
- One team-building day a year

Your role? Alongside Lilia, ensure the smooth running of the Paris office.

**Your responsibilities ️**:
**Office Excellence**
- Guarantor of management and well-being in the office:

- Be the primary contact for our landlord
- Proactively ensure office maintenance (e.g., working furniture, cleanliness, storage, shared calendar)
- Own our internal office intranet base with key information (e.g., local restaurants)
- Prioritize initiatives that will improve office wellness (e.g., internal benefit reminders, developing wellness tips)
- Manage the unexpected and ad hoc office situations (e.g., fire alarms)
- Inventory Shopping Confidence:

- Anticipate and monitor orders for snack pantry and office supplies
- Reception and centralization of purchasing requests from our employees (e.g., headphones)
- Proactively conduct purchases optimized to minimize spend and consideration of our sustainability values (e.g., budget policy management, volume discounts, subletting unused space)

**Be a Trusted Point of Contact**
- Go-to office contact for internal and external office requests:

- Represent the office reception (e.g., calls, requests)
- Facilitate access for visitors (e.g., job interviewees, international employees, partners)
- Receive and process internal requests related to office maintenance, office life, or event organization
- Assist with client events and travel (e.g., dinners, flights, hotels, workshops)
- Aid in local people initiatives:

- Assist in onboarding/offboarding (e.g., building access, IT, preparing working area, benefits support)
- Help implement eNPS initiatives alongside the HR team
- Research and ensure that local labor laws are met (e.g., safety protocol, labour notices, safety protocol, fire wardens, first-aid training)
- Proactively build warm and trust-based relationships with everyone in the office so that they feel comfortable coming to you with their questions and needs

**Inspire the Team**
- Be a member of our culture and sustainability committees:

- Assist with logistics and purchasing where appropriate
- Attend meetings and create a bridge with the Finance department
- Team building:

- Organize office celebrations and help with logistics for the Teaminar (team training)
- Take the initiative to identify other potential cost-effective team-building events (e.g., in-office yoga, catered lunch sometimes, birthday celebrations)

**Your goals**:

- Integrate into local and global UpSlide culture and ensure our office is an inspiring and productive work environment that is set up for a high-performance and happy team
- Demonstrate proactivity and problem-solving to enhance the day-to-day at the office

**You are a great fit if you have**:

- Excellent verbal and written communication skills in **English (min. C1)** & **French (min. C2)**:

- A customer service approach, with the ability to build trust-based relationships and be proactive
- Multi-tasking skills (e.g. time management and familiarity with a fast-paced environment)
- Strong organizational, problem-solving, and project management skills with a keen eye for detail
- A positive ‘can do’ attitude

**We’d love it if**:

- You have a good knowledge of Microsoft Office (especially Excel)
- You have experience with Notion

**Recruitment process***:

- Interview with Andrea, Talent Acquisition Specialist [30' video call]
- At-home work task to evaluate your written communication and project management skills [To prepare in 2 days]
- Interview with your future manager, Lilia, Office Manager, as well as Anne, CFO [1h in-person meeting]
- Final interview with a C-level executive [30’ video call]
- We'll conduct a reference check to learn how to help you thrive_
- _O