Office Manager (part-time)

Join Proton and build a better internet where privacy is the default

At Proton, we believe that privacy is a fundamental human right and the cornerstone of democracy. Since our inception in 2014, founded by a team of scientists from CERN, we have dedicated ourselves to providing free and open-source technology to millions worldwide, ensuring access to privacy, security, and freedom online.

Our journey began with Proton Mail, the largest secure email service globally, and has since expanded to include Proton VPN, Proton Calendar, Proton Drive, and Proton Pass. These tools empower individuals and organizations to take control of their personal data, break away from Big Tech’s invasive practices, and defeat censorship. Our work impacts hundreds of millions of lives, from activists on the front lines defending freedom to leaders in governments protecting sensitive information. In some cases, Proton’s services have even been instrumental in saving lives by enabling secure and private communications in high-risk situations.

Proton today supports over 100 million user accounts with a growing team of over 500 people from over 50 different countries, from the world's top companies and universities. We value intelligence, learning potential, and ambition in our hiring process. Adaptability is key as we navigate uncharted territories and redefine how business is conducted online. We believe smaller teams of exceptional talent will always prevail over larger teams with lower talent density. Proton has become profitable and reached scale without relying upon VC funding, largely due to superior talent that allows us to do things faster, more creatively, and more efficiently.

We have a global mindset and big ambitions but remain a start-up at heart. We value empowerment and flexibility and keep our structure flat to keep moving fast and avoid unnecessary politics. Tired of blending into the crowd? Join us and do work you can truly be proud of. Check our social media pages to learn more about us: Twitter, Reddit, Instagram.

Department: People & Culture

Offered salary: 650 - 1000 Eur / month (part-time)

In this position an office presence is required every morning. Some tasks listed will require physical work and/or time flexibility. We are looking for a dynamic and motivated individual  to join our team in Vilnius. You are reliable, able to multitask, and adapt in a fast-paced environment, with excellent communication and time management skills. You will be working closely with Office manager Lead located in Switzerland but mainly support Vilnius team on office-related operations, making sure the office runs smoothly and is a great place to work. This position is part-time (50 - 60%).

What you will do

• Ensure that the Vilnius office is a great place to work and fully functional
• Be the main contact for all to all office related questions
• In coordination with the HR team, help to support staff on-boarding and off-boarding
• Order meals, organize events and activities
• Be the main person of contact for our local suppliers and landlord representative
• Be the go to person for all office related questions
• Manage relationships with vendors, service providers (from requests, price negotiations, contracting, invoicing)
• Manage office supplies and office snacks inventory
• Ensure compliance with office operational budget, report and comment on deviations
• Process invoices, keep track of expenses and justify expenses with supporting documents (invoices, payment receipts...)
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Book transportation and accommodation for Vilnius based employees
• Review and update health and safety policies and ensure they're observed
• Provide administrative support where necessary ( Support local engagement activities, etc.)
• Identify opportunities for office improvements ( office layout, operational procedures...)
• Support Talent acquisition team – helping to organize hiring events, open days, hackathons, assist with onsite interviews (welcoming, booking rooms, refreshment)
• Own company swag stock (for recruitment events, new hires, candidates)

What we are looking for:

• Past experience in an office management related role
• Past experience in hospitality is a plus
• Reliable with exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Self-starter, with very proactive approach
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical thinking
• Experienced with Microsoft Office, tech savvy
• Fluent in English
• Experience with setting up new office from scratch a big advantage  

What We Offer

Office First: Collaboration is easier and more effective in person, which is why we have offices in Geneva, Zurich, Prague, Barcelona, Paris, London, Vilnius, Skopje, and Taipei. You can also enjoy working from home up to 30% of the time, while enjoying great company during our three core days in the office. Depending on the role, fully remote positions may also be available.
Technology: We provide all the devices and software you need to excel in your role, ensuring you have the best tools at your disposal to achieve your goals.
Food: Lunch and snacks are provided by Proton every day at our offices.
Transport: We will always support our employees with transport costs through subsidizing public transport, bike allowances, or parking spaces based on your office location.
Stock Options: At Proton, we are all owners of the company and you get stock options when you join us.
Flexible Working: You can define your own working hours as long as it works with team meetings.
Learning and Development: We are committed to your professional growth. Proton offers various learning opportunities, including training programs, conferences and events, and continual learning.
Employee Benefits: Comprehensive health insurance plans, competitive retirement savings options, generous vacation and leave policies, and wellness programs.
Work that Matters: Proton is a community-first organization, started with the support of a crowdfunding campaign and built with community input. To this day, Proton’s only source of revenue is user subscriptions. Over 100 million people trust and support Proton, and we put our users and community first in everything we do. Read more about our impact here.

Check our social media to learn more about Proton: 

LinkedIn ,Reddit ,X, YouTube

Proton does not accept unsolicited resumes from any sources other than directly from a candidate. Proton will not pay a fee for any placement resulting from the receipt of an unsolicited offer, even in a situation when the relevant candidate is employed by Proton.

To learn more about our privacy policy, please visit https://boards.eu.greenhouse.io/protongdpr. 

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Last updated on Aug 21, 2024