Office Administrator (fluent French)
Element, United Kingdom
Job Description
We’re the team behind Matrixthe leading project for secure, open decentralised communication and Element the all-in-one secure chat app for teams, friends and organisations. Our mission is to make messaging as open as email allowing everyone to choose where their data is hosted, enjoy private conversations and ultimately be in control of their own communication.
We build open alternatives to apps like WhatsApp, Slack, Teams amp; more. Our early adopters include The French Government, and open source communities like Mozilla, KDE, GNOME and Wikimedia, while we’re working towards gaining traction in personal messaging.
We build things for everyone, and we know we can’t succeed without a diverse team. Our hiring process is designed to be respectful and give candidates the best chance to show us what you can do. If we ever fall down on this, please let us know.
The Role
We are looking for a personable, diligent individual with fluent French, who can lend a hand wherever needed. You will primarily make sure our HQs in London (located in Turnham Green) and France (Rennes) run smoothly and assist the management team with a broad range of administrative and operations tasks. Team event? You’re on it! Important meeting coming up? Everything was prepared yesterday. Running out of coffee? Never happens under your watch! You’ll be the magic that helps Element run smoothly.
This is a great opportunity for a bright and ambitious individual who wants to join a fantastic early-stage company. Alongside the potential for personal and professional growth, we provide a fun, informal working environment and a competitive salary package.
Responsibilities
- Being the first point of contact for all office management matters.
- Keep the offices adequately stocked with supplies and furniture while monitoring tidiness daily.
- Ensure mandatory checks (e.g. fire alarms etc) are done in time and deal with any fix or work that needs to happen.
- Assist with prepping outgoing packages and creating shipping labels.
- Check supply status throughout the office and replenish as needed.
- Be the main point of contact for all the French administrative matters (médecine du travail, business insurance, employees benefits (i.e pension, healthcare, life insurance), inspection du travail).
- Provide support for all the other administrative matters, across both our UK and US entities, as well as the other countries our team is in.
- Manage relationships with vendors and venues.
- Assist the HR team with New Starter onboarding (e.g. setting up desks, sending out equipment, medical insurance registration etc).
- Assist with the planning and organisation of offsites, socials and team building events.
- Additional administrative tasks as defined by the ongoing needs of our business.
- Be flexible to contribute to other areas of the company and help team members as needs arise.
- Respond to and handle confidential and sensitive information with professionalism and poise.
When back in the office and can travel:
- Greeting anyone that enters or leaves our office.
- Tactical office management (snacks, kitchen, product inventory, office supplies, computers, etc.)
- Retrieve mail and distribute it to appropriate parties.
- Make sure common areas are clean and free of clutter.
- Help out with travel logistics
Requirements
- At least 1 + years experience in a similar/comparable role.
- Intermediate proficiency with MS Office, Excel, Outlook and Google Apps.
- Great interpersonal skills and ability to thrive in a fast-paced start-up environment.
- Attention to detail and strong organisational skills.
- Fluent in French, with a knowledge of how the French system works, either thanks to a working experience in France or a previous role.
- Hands-on, pro-active and generally enjoying being a problem solver.
We build things for everyone, and we know we can’t succeed without a diverse team. Our hiring process is designed to be respectful and give candidates the best chance to show us what you can do. If we ever fall down on this, please let us know.
Benefits
Our general approach is to treat people like adults and acknowledge that by being flexible we create an environment for people to do their best work. For more details here is our manifesto. That said specific points that differentiate us include:
- Generous holiday allowance, private healthcare for you and your family, and opportunities for development and progression as we scale.
- Family-friendly environment; many of the team have small children and we look to accommodate that as best we can.
- People tend to stay with the company for a long time, we take this as a sign that we ha