Office Manager, Workplace Experience Specialist - Paris

Location - Paris

What youll do

The Office Manager is a member of the global People Experience & Diversity, Equity, Inclusion & Belonging team. In this role you will be the first point of contact for DV employees, clients, partners & vendors in the office, & are a champion of DVs values of passion, accountability, collaboration & trailblazing (PACT). You are responsible for running all aspects of the office from facilities management, reception, events. You will be responsible for creating experiences for employee events, quarterly wellness events, lunches & perks, vendor management, branded inventory, emergency response plans, maintenance of a sustainable & environmentally friendly workplace that promotes safety & healthy working conditions, & overall appearance of the office. In this role you will also provide administrative support to the members of the senior management team & Human Resources, this can involve scheduling appointments & meetings; answering & screening calls; tracking & monitoring business issues; resolving problems that do not require action by the senior management team; making travel arrangements; & processing travel & expense reports.  The ideal person for this role is someone who is proactive & can anticipate the needs of the business; you must also be someone who can multitask, work well under pressure & is open to handling multiple tasks at once.

• Manage the reception area of the DV France office to ensure all calls are answered, guests are taken care of, mail is sorted & delivered, & ensure the reception area is maintained at all times.
• Ensure that the office is fully operational with all utilities functioning properly. 
• Schedule & supervise maintenance repair work & assist with checking installation & servicing building equipment.
• Ensure compliance with state & federal regulations & build/own emergency response plans.
• Optimize the use of space & equipment while reducing operating costs.
• Research & create fun & new experiences for onsite perks. Manage, strategize & operationalize the fruition of those experiences weekly.
• Research, recommend, & assist with the organization of company events, including quarterly meetings, happy hours, summer & holiday parties, other company parties, etc.
• Support the HR team with the new hire onboarding process, offboarding process, & assist with administrative tasks related to Human Resources.
• Scheduling appointments & meetings based on business priorities; Preparing & distributing materials to meeting participants as required; revising meetings & appointments as needed to avoid scheduling conflicts.
• Manage the purchase of office supplies & furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies & budgetary restrictions.
• Arrange for meeting space, food & beverage service & other items as needed for meetings.
• Manage inventory of break room snacks, ensuring items are stocked on a daily basis.
• Lead coordination between building facilities, vendors, repair contractors, etc.
• Identify & resolve problems in a timely manner & gather & analyze information to provide recommendations for business decisions related to the office space & operations.
• Plan & host local People Experience Events & support international PEX - collaboration during Anchor Weeks, Hackathons, Impact Week & all global events to create memorable moments as well as initiate & promote valuable & impactful ideas supporting DVs mission
  
  

Who you are

• Minimum of 1-2 years of Office Management/Administrative experience a plus.
• Industry experience/knowledge a plus
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Organized with a rigorous attention to detail, drive for excellence, & a positive can-do approach.
• Ability to adapt to & embrace change
• Very strong interpersonal & communication skills
• Interest in party planning, being on top of the hot food trends for lunch meetings & event planning as well as setting a fun office culture
• Excellent verbal & written skills.
• Strong analytical & problem solving skills with ability to work independently & collaboratively.
• Ability to lift approximately 15-20 lbs

Not-so-fun fact: Research shows that while men apply to jobs when they meet an average of 60% of job criteria, women & other marginalized groups tend to only apply when they check every box. So if you think you have what it takes but youre not sure that you check every box, apply anyway!