Office Manager

Company & Culture

EXANTE is a pioneering wealth tech company that delivers cutting-edge centralized trading solutions and robust B2B financial infrastructure, driving value through innovative technology. Our bespoke, internally engineered trading platform provides seamless access to a diverse range of financial instruments, including stocks, ETFs, bonds, futures, and options, all within a single, multi-currency account.

As a rapidly expanding global firm with over 700 talented employees from 70+ nationalities across 70 locations, we are a frontrunner in the financial sector. Our investment priorities are clear: We prioritize investing in our most valuable asset—our people. Join us in shaping the future of finance.

About the Role 

We’re on the hunt for a highly organized and quick-thinking Office Manager to join our team in Poland. This is a full-time, in-office role where you’ll be the person everyone turns to when things get hectic.

If you’re the type who thrives under pressure, keeps calm while juggling ten things at once, and doesn’t shy away from a bit of chaos, this could be for you. This role will ensure a smooth execution of day-to-day operational activities and support in administrative, analytical tasks and project implementation.

Reporting Line: Office Management Team Lead

Worksite: Office based

Location: Warsaw, Poland

Responsibilities

• Office Management: Be the manager of the office and keep it running like clockwork, from laptops and desks to coffee and internet.
• Vendor Relations: Manage relevant office vendor relationships.
• Problem Solving: Handle whatever unexpected problems land on your desk and solve them before they become bigger.
• Events: Organization of staff parties and family days for the whole team.
• Finance & Maintenance: Handling budgeting and accounting, and handling maintenance and repair projects.
• Logistics: Manage and assist with coordination of cross-continent shipments and orders of some staff and marketing merch.
• Leadership Support: Support the leadership team directly, anticipating needs and staying one step ahead.
• Atmosphere: Make the office a place where people can focus, even when the pace is intense.
• Project Work: Support the Office Admin team on company-wide projects.
• Front of House: Serve as the first point of contact for visitors in our Poland office and manage incoming mail.
• Corporate Apartments: Full maintenance, cleaning arrangements, and reservation management for corporate apartments used by visiting colleagues.
• Business Travel: Business trips (if required).

Qualifications

• Experience: Previous experience in office management/operations is essential, or 3+ years in luxury hospitality establishments.
• Skills: Strong organizational and time-management skills.
• Technical: Expert in Google Workspace ecosystem (Docs, Sheets, Slides, Forms, and Drive management).
• Language: Excellent written and verbal communication skills in English language;
• Core Competencies: Ability to multitask, prioritize, think strategically and work independently is essential.
• Detail-Oriented: Strong problem-solving skills and attention to detail.

Personality / Mindset 

• A natural organizer who hates loose ends and loves getting things done.

• Someone who can think fast, prioritize hard, and still keep a smile when the pressure’s on.

• Confident communicator who’s not afraid to speak up.

• A decision-maker.

• Resilient, adaptable, and comfortable working with high expectations.

• Team player with advanced communication and collaboration skills.

• A hands-on, "can do" attitude - always looking for solutions and thinking "out of the box."

• Capability to work and succeed in the fast pace and ever-changing environment.

We Offer*

• Competitive salary 
• Corporate benefits (choose your preferred options) 
• Truly inspiring culture, pleasant and informal work environment 
• Ongoing education & training programs 
• Global career opportunities

*Benefits/perks can vary depending on the nature of your employment with the company and the country where you work.

A group of disruptive technology experts created EXANTE. With an impressive track record in the industry and knowledge of the markets, our systems are built to democratize access to global financial instruments for professional traders and institutional investors.

Through our robust, cutting-edge trading platforms, you can offer clients access to comprehensive, global financial instruments and investment possibilities while keeping their data safe and private.

EXANTE  is a global prime broker backed by proprietary technology and dedicated service. All regulated group companies and fully controlled affiliates and subsidiaries are committed to compliance with data protection laws, including the GDPR. We process personal data in line with the GDPR principles of fairness, purpose limitation, transparency, data minimisation, storage limitation and deletion, accuracy, confidentiality and integrity, and accountability. We rely on legitimate interests to assess and manage your application, after determining that our interests are not overridden by your rights and interests. You have the rights of access, rectification, data portability, erasure, restriction of processing, and objection to processing. To exercise your rights or contact our Data Protection Officer, please see our GDPR policy at https://exante.eu/gdpr/.

We retain recruitment data only for as long as necessary for the purposes described above, after which it will be securely deleted unless we are required to keep it longer to comply with law or you consent to a longer retention.

Where personal data is transferred outside the EEA, it will be protected to a standard at least equivalent to that sought by the GDPR. Personal data is safeguarded by technical and organisational measures that are reviewed and updated regularly. This website is not intended for individuals under 18 and we do not knowingly collect data relating to children .