Office & Event Manager H/F Swan

Summary

As Swan grows across multiple geographies, our offices and environmental impact play a pivotal role in shaping our internal culture.

In this role, you will take full ownership of our workplace experience across Paris, Barcelona, and Berlin, with potential expansion to new locations such as Italy and Belgium.

Your mission

Your primary mission is to make Swan's workspaces inspiring, sustainable, and efficient environments for our teams - in Paris and beyond - while helping the company step up its environmental and social impact practices.

Main tasks

- Manage our headquarters in Paris (~200 people): maintenance, repairs, office improvements, daily operations, and service provider coordination.
- Follow and regularly update the seating plan for our Paris office and coordinate team relocations
- Manage onsite security, maintain all regulatory health and safety documentation, and coordinate security and safety training initiatives
- Own relationships with landlords, office suppliers, facility vendors, and key service contracts (cleaning, security, catering, etc.).
- Oversee the setup, maintenance, and scaling of our offices in Amsterdam, Barcelona and Berlin - and lead potential openings in new cities.
- Coordinate with our IT, Events & People teams to ensure a smooth in-office experience and logistics for internal events.
- Follow the travel and expense policy and ensure it is clear, compliant, and cost-efficient.
- Drive impact initiatives, including carbon footprint reporting, action planning, sustainability projects, and diversity and accessibility initiatives.
- Explore and assess potential certifications like B-Corp and act as a facilitator on ESG topics across teams.
- Collaborate cross-functionally with People, Finance, and Legal to align facility operations and impact strategy with company objectives.
- Own and coordinate internal company events, such as onboarding apéros, breakfasts, to foster team engagement and a strong company culture.

Your team

You'll join a dynamic People team focused on delivering an exceptional employee experience. The People Team is composed of passionate individuals who care deeply about people, sustainability, and scalable culture.

Our team operates with a strong focus on employee experience and operational excellence. We are a small but impactful team with HR, Talent Acquisition, and Office roles working hand-in-hand with business and tech teams. You'll report to the Chief People Officer and work closely with local office stakeholders, the finance department, and external providers.