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Overview

Make an impact at Analysis Group (AG), where we provide our clients with thoughtful, pragmatic solutions to their most challenging business and litigation problems. AG is one of the largest private economics consulting firms, with more than 1,200 professionals across 14 offices in North America, Europe, and Asia. Since 1981, we have provided expertise in economics, finance, health care analytics, and strategy to top law firms, Fortune Global 500 companies, and government agencies worldwide. Our internal experts, together with our network of affiliated experts from academia, industry, and government, offer our clients exceptional breadth and depth of expertise.

The Manager, Office Administration and Operations is responsible for overseeing the local office administrative and operations functions of the Paris office. The Manager must exercise good judgement, build trust with senior leadership, embrace change, drive results, and execute with a commitment to high quality. The Manager plays a key role in helping to promote and maintain AG’s culture.

The Manager must be a proactive leader who can anticipate the needs of executive leadership, balance the local vision / needs along with the broader departmental needs, and develop systems and procedures that wholly support the consulting and administrative teams.

Essential Job Functions and Responsibilities :

Office Administration :

• Management - Oversee the office administrative staff as well as any 3rd party vendors that provide services to the office, which currently includes an Executive Assistant, two porters and two housekeeping staff. Coordinate temporary consulting and administrative staff when needed. Work across firmwide administrative departments, effectively and proactively coordinating multiple projects / initiatives related to the operation of the office.
• Meeting Management / Office Events – Responsible for the organization of large and small office parties / events (on-site and off-site). Work with and / or facilitate office event planning committees. Support the Corporate Events Team as needed.
• Marketing & Business Development – Maintain marketing collateral inventory; manage and / or support the logistical component of off-site marketing events in close coordination with members of Marketing & Business Development team and the firms' Events team. Make sure Executive assistant maintains and updates Sr. Staff contacts in Outlook and in InterAction database. Oversee and coordinate with EA and marketing on holiday card and gift process for office senior staff.
• Corporate Travel - Work with the AG Corporate Travel Team to ensure that local travel coordinators are trained and informed regarding travel policies and procedures.

Office Operations :

• Building Management - Manage all building maintenance / repair needs and serve as the primary point of contact for building subtenant. Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained. Ensure all reactive maintenance is completed as per the agreed timeframes. Develop and update standard operating procedures for all operational areas. Maintain accurate records for all operational areas.
• Facilities Vendors – Manage facilities service staff members. Oversee the staffing of the concierge desk, visitor management / access, incoming and outgoing courier / parcels / packages, stocking of the various pantries, client ready meeting rooms, employee workstation setups, etc. Coordinate HVAC, security systems, and other vendors as needed. Ensure professional standards of service and preventive maintenance.
• Facilities Management – Routinely interface with members of the firm's Facilities and Operations team on issues related to real estate, space planning, office procedures, asset management, office infrastructure, construction projects / space upgrades and purchasing agreements. Coordinate logistics for all employee office moves. Work with local vendors and property management to ensure that repairs / projects are completed satisfactorily. Understand all aspects of the physical space and how facilities equipment functions (security equipment, pantry equipment, lighting equipment, IT, audiovisual equipment, etc.) and ensure high quality facilities management support services. Manage day-to-day maintenance, service calls, and troubleshooting.
• Emergency Response – Review existing procedures / practices and recommend / develop cohesive, ongoing program that responds to facilities emergencies as well and as other building events such as scheduled electrical or water shutdowns. Take charge of facilities related emergencies as needed and ensure responsible back-up is available to take corrective action as necessary.
• Procurement & Vendor Management - Oversee local procurement and manage vendor relations. Interface as appropriate with the Senior Manager, Operations on all vendor contracts and local services.

Other :

• Health and Safety / Security Management - Conduct regular audits to ensure safety procedures on site are in place and working. Manage all health and safety workplace issues. Manage access control and building security measures. Manage badge access for onboarding and offboarding employees and tenants.

Travel Requirements :

• Travel to one or more AG offices may be required.

Qualifications :

• Oral and written fluency in French and English required.
• BAC + 3 (or equivalent) required. Preference for significant relevant office management and supervisory experience, preferably in professional business environment.
• Proficiency in Microsoft Office applications and Outlook.
• Ability to define and communicate clear business objectives and desired outcomes and to effectively translate and implement the vision of the local executive leadership while working within Analysis Groups guidelines. Manage highly confidential information and exercise discretion, professionalism, and diplomacy in all interactions.
• Ability to anticipate and proactively resolve issues, be an effective multitasker, and remain flexible to a dynamic schedule. Ability to analyze / interpret difficult situations and provide recommendations for resolution.
• Flexible and able to manage effectively in a highly collaborative, complex, non-bureaucratic environment. Excellent organizational and team management skills as well as strong communications skills, both written and verbal.
• Superior customer service skills with an eye for detail and a high level of accuracy.
• Prior experience in facilities or office services or related field.
• Knowledge of local health and safety requirements as well as vendor management experience.
• Understanding of basic technical aspects of commercial office spaces (air-conditioning, fire protection system…).