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Executive Assistant (Tech) - FTC

Deliveroo

Deliveroo

Administration
London, UK
Posted on Friday, May 31, 2024

About the role

At Deliveroo, it is our mission to build the definitive food company. To do that, we're building a company where everyone can belong, develop and do the best work of their lives.

In the role of Executive Assistant, you'll ensure operations are organised and well-managed and the continuously-changing-day runs smoothly and without a hitch!

You will be a credible professional, articulate in your communication style and someone who can bring calm and order to a busy and fun environment.

You will report into the Chief of Staff. The role is based in our London HQ on a hybrid basis (3 days per week).

What you'll be doing

  • As an Executive Assistant you’ll be providing high quality EA / administrative support to one or more of our Executives.
  • Additionally you’ll also be responsible for providing day to day direction and leadership for a pool of EAs or Team Assistants. You may also be providing cover for the Chief of Staff as required.

Detailed responsibilities

  • Manage diaries, including organising internal and external meetings, across multiple locations and timezones
  • Ensure Executive or VP feels well prepared for all interactions and has necessary documents for internal and external meetings
  • Research and book travel and accommodation + visa applications as required
  • Establish, maintain and update key docs / doc repositories including shared drives
  • Organise or support the organisation of team events / offsites / workshops / socials
  • Partner with various stakeholders to support smooth running of the business, including Facilities Team, Enterprise Tech and AV Teams
  • Provide ad hoc administrative support as required, including personal life administration or collecting lunch
  • Provide cover for other Leadership Support team members
  • Ensure compliance with key policies, including but not limited to Travel & Expense policy
  • Positively contribute to making the Leadership Support team a great team, including through organising or participating in team events
  • Positively contribute to making Deliveroo a great place to work, including through participation in social events and ERG events
  • Manage Executive or VP inboxes
  • Manage approvals / signatories on behalf of Executive or VP
  • Manage Workday administration on behalf of Executive or VP
  • Prepare briefing documents for key internal and external meetings
  • Prepare and communicate agendas for leadership meetings
  • Facilitate leadership meetings
  • Capture and distribute minutes and actions arising from Leadership meetings
  • Plan and support delivery of leadership offsites
  • Plan and support the delivery of org wide meetings / events eg: All Hands
  • Plan and support delivery of travel, including preparing agendas
  • Partner with People team to support effective delivery of Performance Management, Promotions, Pay, and other cyclical people activity
  • Partner with People team to review monthly Peakon results, including identifying and implementing initiatives to drive improvement in employee engagement
  • Partner with Comms team to support effective delivery of key employee facing projects / initiatives eg: Golden Wings
  • Partner with Comms team to ensure Introonet content remains accurate / up to date
  • Partner with Finance to support effective delivery of WBR / MBR / Annual Planning
  • Partner with CoSec to to support effective delivery of board inputs / board meetings
  • Manage ad hoc projects / initiatives as they arise

Requirements

  • 10+ years of experience working for a global company
  • Must work calmly under pressure, excellent at making decisions and finding solutions at short notice
  • You embrace change in your day to day role and comfortable working in a role where you need to adapt and pivot across multiple tasks
  • Proficient use of Google Suite, Slack, Workday, Netsuite, Procurement Hub and Egencia
  • Be a team player - collaborate and work closely with our team to ensure nothing falls through the cracks and provide support and assistance

Why Deliveroo

Our mission is to transform the way you shop and eat, bringing the neighbourhood to your door by connecting consumers, restaurants, shops and riders. We are transforming the way the world eats and shops by making access to food and products more convenient and enjoyable. We give people the opportunity to buy what they want, as they want it, when and where they want it.

We are a technology-driven company at the forefront of the most rapidly expanding industry in the world. We are still a small team, making a very large impact, looking to answer some of the most interesting questions out there. We move fast, value autonomy and ownership, and we are always looking for new ideas.

Workplace & Benefits

At Deliveroo we know that people are the heart of the business and we prioritise their welfare. Benefits differ by country, but we offer many benefits in areas including healthcare, well-being, parental leave, pensions, and generous annual leave allowances, including time off to support a charitable cause of your choice. Benefits are country-specific, please ask your recruiter for more information.

Diversity

At Deliveroo, we believe a great workplace is one that represents the world we live in and how beautifully diverse it can be. That means we have no judgement when it comes to any one of the things that make you who you are - your gender, race, sexuality, religion or a secret aversion to coriander. All you need is a passion for (most) food and a desire to be part of one of the fastest-growing businesses in a rapidly growing industry.

We are committed to diversity, equity and inclusion in all aspects of our hiring process. We recognise that some candidates may require adjustments to apply for a position or fairly participate in the interview process. If you require any adjustments, please don't hesitate to let us know. We will make every effort to provide the necessary adjustments to ensure you have an equitable opportunity to succeed.

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