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Executive Assistant to Co-Founder/CEO and Chief Product

2 months ago

London, Greater London, United Kingdom Bloomon Full time

**About the Role**

We are seeking an experienced Executive Assistant to join our team at Bloom & Wild. As an EA, you will provide administrative support to our Co-Founder/CEO and Chief Product & Technology Officer, as well as other members of the Leadership Team.

**Key Responsibilities**

  • Provide high-level administrative support to the Co-Founder/CEO and Chief Product & Technology Officer, including diary management, email management, and travel arrangements.
  • Support the Leadership Team with meeting coordination, agenda preparation, and minute-taking.
  • Manage and maintain meeting agendas for regular meetings for the Exec Team and Senior Leadership Team.
  • Attend ad hoc meetings as required, taking notes and minutes enabling succinct and accurate transfer of information.
  • Look after travel, accommodation, and transfer bookings - taking into account the most budget-savvy choice.
  • Plan and coordinate team off-sites, including venue selection, travel & transfers, catering, and note-taking.
  • Complete and submit expense claims.
  • Observe and contribute to internal team culture on a company-wide scale to increase communication and team morale.
  • Schedule all necessary Board meetings (and any prep meetings ahead of time) and ensure the Board are kept up to date on timings and logistics.
  • Bi-weekly meeting tracking for Aron to ensure his time is being spent in the areas of highest priority.

**EA to Joe & Steve**

  • Diary and time management, scheduling meetings as needed.
  • Book travel, accommodation, and transfers.
  • Create slides and documents for internal and external use/presentations.
  • Supporting end-to-end event management for offsites, squad assembles, external events, and socials.
  • Owning the facilitation of certain regular team meetings; agendas, content, slides, logistics, and note-taking (when needed).
  • Support projects Joe and Steve are involved in and support broader People team projects.
  • Complete and submit expense claims.
  • Social and travel budget tracking.
  • Team Health Check coordination - scheduling, launching, report creation for results, support on actions, and tracking.
  • Stakeholder team L&D Planning.

**Team Management**

  • Responsible for team wellbeing and fostering a happy and cared-for team.
  • Weekly 1:1s with each of the EAs to ensure they feel supported, engaged, and set up for success.
  • Weekly team meetings to ensure effective transfer of information and knowledge sharing.
  • Half-yearly performance reviews, checking-in on personal and professional goals, and creating new ones to align with career direction.
  • Quarterly workshops to create OKRs + strategic direction and purpose.

**Requirements**

  • 5-8 years experience as an EA, likely gained in a fast-paced, high-growth, start-up environment.
  • Demonstrate some experience in managing or coaching others.
  • Care about the detail - methodical and precise, taking a thoughtful approach to planning and prioritizing work.
  • Excellent written skills, able to respond accurately and appropriately to a range of stakeholders.
  • Collaborative style, enabling work with a range of different people and teams, and allowing for open and inclusive discussion.
  • High level of integrity.
  • Solid team player, enthusiastic, passionate, and keen to deliver impactful results.
  • Intellectually curious and excited about problem-solving with others.
  • Proactive project manager - taking responsibility and initiative to get things done, willing to roll up sleeves and get stuck in.
  • Comprehensive understanding of Microsoft Office and G-Suite.

**Nice to Haves**

  • Prior experience supporting a Founder.
  • Experience in process and project management.