Office Manager

Maven is a proprietary trading organisation formed in 2011. We employ the most talented traders, developers and engineers in the market, executing a diverse range of strategies across global equities and derivatives. We are the most active participant in many of the products we trade, contributing significant liquidity to markets around the world.

As the Office Manager, you will play a pivotal role in ensuring the smooth and efficient running of our office operations. You’ll be responsible for overseeing day-to-day office management, handling internal budgeting, managing suppliers, and implementing process improvements. You’ll also coordinate complex travel arrangements and visa applications while leading key office projects, such as relocations.

Your role will be diverse and dynamic, requiring you to manage multiple tasks simultaneously while maintaining high standards of service and operational efficiency. You’ll work closely with various teams across the company, ensuring that office needs are met, and fostering an environment that supports both employee engagement and business development.

WHAT YOU WILL BE DOING:

Office Management:

• Ensure the smooth operation of the office, managing office supplies, catering services, and responding to feedback from employees and stakeholders.
• Oversee supplier management, from contract negotiation to ensuring quality service delivery in line with company standards.
• Work closely with external service providers and the IT department to resolve any office-related issues promptly.
• Track and manage office budgets, identifying cost-effective solutions and maintaining financial efficiency in office operations.
• Represent the company at tenants’ meetings and serve as the primary point of contact with building management.

Project and Event Management:

• Led and manage the new office relocations project and growth of the Monaco team ensuring timely completion within budget.
• Organise and coordinate office social events, enhancing the workplace environment and fostering a collaborative and engaged team spirit.
• Oversee catering and food delivery for meetings and events, ensuring a high-quality experience.
• Support ad-hoc projects, including business development growth events and related initiatives.
• Attend conferences and networking events to promote business development and strengthen external relationships.

Administrative and Executive Support:

• Assist HR, Business Development and Emerging Talent teams with recruitment, onboarding, and employee engagement activities.
• Manage deadlines and administrative processes related to document renewals, new joiner onboarding, and employee terminations.
• Schedule and coordinate meetings, video conferences, and appointments, ensuring seamless communication across teams.
• Coordinate international travel arrangements, including visa applications, for employees and executives.
• Promote awareness and compliance with office policies, including health and safety protocols, during onboarding and throughout employment.

WHAT WE ARE LOOKING FOR:

Essential:

• The candidate must be fluent in French and English both written and verbal.
• Proven experience in office management, ideally within the financial or trading industry.
• Strong organisational and project management skills with keen attention to detail.
• Ability to work proactively and independently with minimal supervision.
• Has a strong network outreach in Monaco
• Good Microsoft Office skills and Gmail
• Proficiency in budgeting, supplier management, and contract negotiation.
• Basic IT troubleshooting skills and/ or a willingness to learn these skills
• Professional, confident and pragmatic attitude
• Exceptional interpersonal skills
• Familiarity with health and safety regulations and compliance requirements.

Desirable:

• Understanding of the Monaco legal and government system, particularly as it relates to compliance and regulatory matters.

WHAT WE OFFER:

• A dynamic, fast-paced environment where you can make an impact.
• Competitive salary and benefits package.
• Opportunities to collaborate with talented professionals in a supportive team culture.
• Join a highly rewarding, collaborative and highly successful trading firm
• Great friendly, informal and highly rewarding culture