Office Manager, London - 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. 

The team: 

The Office Management team is part of our People and Culture team. The Office Management team plays a vital role in shaping the employee experience, fostering a positive workplace culture, and contributes to employees satisfaction.  

Moreover, the Office Management team works to create and maintain a positive and inclusive work environment in the office where employees feel valued, supported, and motivated. They cultivate a strong organizational culture that aligns with the company's values and goals, fostering collaboration, well-being, and a sense of community among employees. 

We are looking for a dynamic and motivated individual to join our growing team in London 
You will be working closely with Office manager Lead located in Switzerland but mainly support London based team on office-related operations, making sure the office runs smoothly and is a great place to work. 
The position is office based. 
The position is part-time, 50 to 60% for the moment, and can evolve to a full-time. 
You are reliable, able to multitask, and adapt in a fast-paced environment, with excellent communication and time management skills. 
This is a part time position and office presence is required every morning.  
Some tasks listed will require physical work and/or time flexibility. 
Tools: Jira, Confluence, Yokoy, Slack, Microsoft Office, Proton Docs 

What you will do: 

• Support staff onboarding and offboarding  

• Welcome and greetings of visitors 

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly 

• Organize staff travels including, flights, hotels, insurance, and budget compliance 
  Draft and follow up on the yearly office management operational budget 

• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time. 

• Monitor service providers service level (Supervision of cleaning duties performed by service provider. Relaying instructions to cleaning staff.) 

• Manage office supplies inventory and place orders as necessary 
  Coordinate team lunches, place orders and process invoices. Increase portfolio of suppliers. 

• Manage stocks of food and drink supplies. 

• Identify opportunities for process and office management improvements. 
  Organizing, and participating to, office events on a regular basis and animate office life 

Job requirements: 

• Bachelor's degree in business administration, communications, hospitality or a related field 

• Work experience in an administrative/office management role 

• Fluent in English both written and verbal 

• Must have exceptional attention to detail 

• Strong organizational and time management skills, and ability to prioritize 

• Must be a self-starter and result driven. 

• Excellent communication and interpersonal skills 

• Strong problem-solving skills, complaint handling and analytical abilities 

• Proficient in technology, especially Microsoft Office applications. 

 

 

What We Offer 

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. 

  

Our Commitment to Diversity and Inclusion 

At Proton, we believe diversity drives innovation and strengthens our mission to provide privacy as a default for all. We are committed to fostering an inclusive environment where all individuals, regardless of race, ethnicity, gender, age, sexual orientation, physical ability, or socio-economic background, feel valued and empowered. We strive to create equal opportunities, promote open dialogue, and support continuous learning to ensure every voice is heard and respected. 

If you need any extra support or reasonable adjustments during the hiring process, please let your talent partner know. 

 

Candidate Privacy Notice 

When you apply for a position, refer a candidate, or are considered for a role at Proton Technologies AG (Proton, we, us, or our), your information is stored in Greenhouse, in accordance with their Service Privacy Policy. This information is used to evaluate your suitability for the posted position. We also retain this information for consideration for future roles that you may apply for or that we believe may align with your background and skills. 

If we no longer have a legitimate business need to process your information, we will either delete or anonymize it. Should you have any inquiries about how we use or manage your information, or if you wish to access, correct, or delete your data, please contact our privacy team at careers@proton.ch. 

Proton does not accept unsolicited resumes from any sources other than directly from candidates. We will not pay a fee for any placement resulting from an unsolicited offer, even if the candidate is subsequently hired by Proton. 

To learn more about our privacy policy, please visit our privacy policy page. 

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