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Job Details

Office Manager

Company: Cytel
Reference: DDOM
Closing Date: 09 Dec 17
Type: Part Time
Salary (£): On Application

Job Summary:

We are seeking an office manager for our Paris office. Serve as the point of contact person and contribute to general office management and general facility management as directed by the Head of Paris Office.   


Cytel Inc. is a leading provider of clinical research services and trial design and analysis software/services primarily for the biopharmaceutical, medical device, academic and government researchers. All 25 leading global biopharmaceutical companies use our technology to design, simulate and analyze their clinical studies. Pioneers of the supporting statistical methods, every adaptive trial we've designed has been accepted by international regulators.

We are seeking an office manager for our Paris office, currently part time that could lead to a full time position.

Office Management:

Serve as the point of contact person and contribute to general office management and general facility management as directed by the Head of Paris Office.   

  • Record keeping including visitor logs & badges, and delivery receipt logs for auditing and tracking purposes
  • Locate contractors and schedule work for any facility maintenance/repairs not provided by building management
  • Monitor and maintain office supply inventory
  • Manage contracts and price negotiations with office suppliers (i.e. printing, cleaning, coffee/water machines, phones, electricians…) and ensure that all invoices are paid on time
  • Plan in-house or off-site activities for parties and catered meetings, conference call set-up as needed
  • Liaison with building owners, including maintaining access records and providing key cards
  • Contact building management for any necessary maintenance and follow up to ensure completion
  • Manage internal security access systems, electronic lock key fob distribution, and termination revocation procedure
  • Coordinate with IT department on all office equipment
  • Organization of catering for team meetings, interviews, clients meetings, or working lunches

Administrative assistance:

  • Daily administrative support for Paris managers
  • Assist employees, visitors and candidates for the organization of their travels (flight and hotel bookings for meetings, training, client visits, conferences…)
  • Link between staff & management: address employees queries regarding office management issues (i.e. stationary, hardware and travel arrangements)
  • Preview incoming mail, transfer letters, invoices and important messages to the appropriate persons
  • Track and collect Accounts Payable (supplier invoices) and employee expense reports and transmit documents to Finance in due time


Human resources:

  • Provide assistance as needed for HR activities in Europe
  • Partner with HR to update and maintain office policies as necessary
  • Assist in the onboarding process for new hires
  • Manage vocational medicine
  • Pensions and benefits administration


Qualifications and Experience:

  • Minimum Education: High School diploma, some College
  • Minimum Work Requirements: 24-30 hours per week
  • Skills:
  • Microsoft Office
  • Ability to multitask and prioritize work between multiple Global Heads of Departments
  • Attention to detail and problem solving skills
  • Strong organizational and planning skills
  • Excellent written and verbal communication in French and English
  • Ability to suggest improvements
  • Reliability and discretion (due to confidential information in HR)

Experience as a Human Resources Assistant

Apply for this job: Office Manager

Contact Information:

Address:  Global Headquarters
675 Massachusetts Ave. Cambridge, MA 02139 USA
MA 02139
Tel:  001 617 661 2011
Fax:  001 617 661 4405
Website:  Visit Our Web Site

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