Contenu de l'offre Office Manager (Fixed Term Contract - Paris) chez Russell Investments

Business Unit:

EMEA

Job Description:

Role Summary

The Office Manager will organise and coordinate office administration and procedures, to ensure organisational effectiveness, efficiency and safety. They will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. The Office Manager will be experienced in handling a wide range of administrative, financial, managerial and executive support related tasks and be able to work independently with little or no supervision. They will be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. The Office manager will report into the Country manager.

The role is a c5 months fixed term contract.

The responsibilities of the individual in this position include:

Office Management

Managing the implementation of office processes for stationery and office equipment Managing telephone, printer & air conditioning maintenance Having direct contact with contractors (office building, maintenance agency, cleaning company) Negotiating and following-up of contracts Stock and cost control Arranging and planning internal and external meetings Reviewing some documents in English Sending press articles to management on market players, existing clients, prospects and regulation. Following-up newspapers subscriptions

Administration

Collecting, sorting and distributing mail. Prioritising the mail and proactively drawing attention to documentation that is urgent. Dealing with travel and meeting arrangements Arranging taxi, hotel and restaurant reservations Liaising with the assistant in London to co-ordinate meetings and accommodation arrangements Arranging conference calls Ordering stationary, beverage, toner, stamps, documentation and luncheon vouchers Ordering Russell printing documents (headed paper, business cards, etc.) Maintaining electronic diaries, checking details of meetings and if appropriate confirming arrangements Printing and binding PowerPoint presentations (or other collaterals) required for meetings Working closely with Executive Managing, based in London, for meeting arrangement in France Arranging Video Conference facilities Registration to conferences

Accountancy

Inputting invoices and expenses into the Concur system Communicating to finance direct debit invoices monthly Checking and inputting expenses/Amex into the Concur system. Filing and storing invoices and contracts Budget follow-up and cost control

HR Admin

Assisting Management on recruitment process Working closely with HR in London Sending payroll data to the payroll provider Planning staff holidays and managing outstanding vacation credits

The successful candidate will have extensive demonstrable skills and experiences including the following:

Prior experience in a similar role ideally within Financial Services. Strong knowledge of administrative and operational processes Strong computer/PC skills: especially MS Word, Excel and PowerPoint Fully fluent in French with excellent English (both written and spoken) Strong communication skills (written and oral, face-to-face and by phone) Ability to participate as a strong team member Detail oriented and precise Ability to juggle multiple priorities Disciplined and with strong organizational skills Can demonstrate a work style that is self-sufficient, energetic and self-motivated Ability to take initiative and prioritize own workload