Office Manager

Job description

About

Hivebrite is an all-in-one community management and engagement platform - Our mission is to provide organizations with the tools they need to create vibrant communities.

Our SaaS platform serves customers across a variety of industries including higher education, non-profit, and corporate. Founded in 2015, today we count more than than 500 customers worldwide - including Princeton University, Stanford University, Columbia Business Schools but also WWF or P&G alumni.

We employ more than 100 people across our offices in Paris, New York, and Sydney, and 30 nationalities are represented in our team!

In 2020, we were awarded five Great Place to Work labels, were recognized as a G2 High Performer, and won the International Prize by EY, SYNTEC Numerique, and TECH IN France.

And we have no intention of slowing down!

Job Description

Hivebrite is an all-in-one community management and engagement platform. Our mission is to provide organizations with the tools they need to create impactful communities. 

Our SaaS platform serves customers across a variety of industries including higher education, non-profit, and corporate. Founded in 2015, today we count more than 900 customers worldwide - including Boeing, the Obama Foundation, the National Academy of Sciences, the University of Notre Dame, the U.S. Naval Academy, the British Heart Foundation, the Imperial College London, the P&G Alumni France, and Le Wagon Alumni. 

We employ over 170 people across our entities in Paris, New York, the UK, and Sydney, and 30+ nationalities are represented in our team!

At Hivebrite, we believe in the importance of balancing your work commitments and personal life. You’re able to have a real impact on meaningful communities while prioritizing your personal life and goals. Our work policy encourages a healthy work-life harmony with a flexible schedule.

We also have many initiatives to keep our global team connected, offering opportunities to meet and socialize with team members virtually and in-person!

For these reasons, we were awarded Best Hybrid Place to Work by BuiltIn in the US and Choose My Company and HappyIndex at Work in France last year!

Jump aboard, and join the hive!

YOUR ROLE WILL BE :

You will work with People, Finance and Ops teams to ensure the smooth running of the French office on a day-to-day basis. You will be a key contributor in ensuring that Hivebrite employees in France, UK, APAC and RoW enjoy excellent work conditions, while providing best-in-class support on the administrative and office management parts.

If you want to know more about your potential future team, meet the Support team here !

YOUR MISSION WILL BE:

·  Paris Office Operations and Administration

- You respond to daily requests from Hivebrite Workers to ensure their well-being while they are at work : your priority is to ensure them the best experience possible

- You are in charge of ensuring the office always looks pleasant and is always a comfortable environment to work in

- You are able to implement processes and systems or create new ones for smooth running of the office

- You are in charge of creating and improving a nice and inspiring work environment that reflects Hivebrite’s values

·  Office Operations and Administration

- You organize office layout and are able to maintain all equipment, and furniture as needed

- You liaise with suppliers, vendors, and contractors, negotiating contracts and monitoring quality

- You organize health and safety training and ensure adherence to workplace safety standards

·  Employee Support and Onboarding

- You assist the People team with onboarding (and offboarding) Hivebriters by ensuring a smooth orientation process

- You support company European events and activities to foster a positive and inclusive culture

- Act as a point of contact on FR office-related issues, resolving concerns effectively

·  Budget and Expense Management

- You track and manage the office budget, including expenses related to facilities, supplies, and other administrative costs

- You prepare and present budget reports, identifying opportunities for cost-saving

·  Event Planning and Coordination

- You support the Workplace Experience in animating the Hivebrite community around frequent internal and external events. You will also act as a logistic point of contact for all events organized by our different departments

- You organize logistics for meetings, conferences, and travel arrangements for employees when it’s needed

YOU MIGHT BE A FIT IF YOU HAVE:

·  You have worked as Office Manager or Office Coordinator in a fast growing company, ideally international environment for at least a year
·  You have exceptional organization skills and strong attention to detail with a keen eye for accuracy
·  You are calm under pressure, can effectively prioritize, multitask and manage time
·  You have strong project management and change management capabilities
·  You are able to effectively communicate in English and with the team at large and across office locations (US, Europe and APAC)
·  You enjoy creating an environment where everyone feels welcome

RECRUITMENT PROCESS

·  A 30 min video call with Mélodie, our HR Team Lead in France
·  A 1 hour video-call with Clémence, our VP People and your potential future manager, to go deeper on the job description and for you to understand the expectations of the role.
·  A 1 hour video-call with Mélodie and Evann (Talent Acquisition Manager US) , to meet some other members of the People Team
·  A 30 minutes meeting with Valentin (IT Manager) , with whom you will potentially collaborate on projects
·  A last meeting with Jean our CEO , to talk about you and Hivebrite

Our recruitment process lasts max 15 working days and we can deliver an offer 48 hours after the final interview!

HIVEBRITE'S PERKS & BENEFITS:

Work-Life balance: 

- Support for mental health via Moka Care (sessions paid by Hivebrite, collective sophrology sessions, etc.)

- A Gymlib access for you to practice any physical activity you want

- A really flexible remote policy detailed here

- Around two weeks of RTT to enjoy more time off with your friends and familly

- Paid leaves for parents with sick kids

- Nomad days policy (work from almost anywhere you'd like, up to 12 weeks per year, at once or throughout the year) - check out the full policy here  

Office life: 

- International team - you will easily hear 3 different languages in the same conversation

- Morning's office in the center of Paris with a rooftop just for us! 

- Pool , foosball , and a gym room

- Squads days for our engineering team - two days per month we meet at the office

- Team building with dedicated budget for events every month with your team and yearly with your entire department 

- Internal mobility and professional training to support your career

- Check out our instagram page here to discover our team and this page , to know more about us 

- Your Employee Journey detailed here  

On the financial side: 

- Of course, all the mandatory benefits, but with the best companies to support you (Alan, lunch vouchers with Swile, etc.) 

- CSE advantages with Swile

- A competitive salary package - we constantly ensure that we're aligned with the market 

- A 500 remote equipment allowance and a work-from-home starter kit (desk, chair, etc…)

- The latest Apple’s equipment

If you want to know everything you need about Hivebrite, check out our Welcome To The Jungle page : here!  

Additional Information

·  Contract Type: Full-Time
·  Location: Paris
·  Possible partial remote