At DeepMind, we value diversity of experience, knowledge, backgrounds and perspectives and harness these qualities to create extraordinary impact. We are committed to equal employment opportunity regardless of sex, race, religion or belief, ethnic or national origin, disability, age, citizenship, marital, domestic or civil partnership status, sexual orientation, gender identity, pregnancy or related condition (including breastfeeding) or any other basis as protected by applicable law. If you have a disability or additional need that requires accommodation, please do not hesitate to let us know.
 

Snapshot

We are seeking an Assistant to support two of our Leads in Research. This is a rare opportunity to join an extraordinary team of people in a complex, mission-driven company. This role would suit someone who thrives in fast-paced, changeable environments and is looking to define their career within a company working on ground-breaking technology that could change the world.
You’ll be resolving operational and administrative issues proactively and moving quickly, adapting to changing priorities; coordinating diaries; anticipating your Leaders needs; and ensuring they're prepared for each day.

The role

You’ll be joining a close knit team of highly committed, passionate and collaborative people; managed and mentored by the Leadership Support Manager; and join the Leadership Support Team within the wider Operations team. The connections built and relationships cultivated will be key to the success of this role.

The Leadership Support Team sits within the Leadership Support Community. Our mission is to create an exceptional experience for our Leaders, partnering & innovating for every moment to maximise their impact.

Each day is different and you will also need to deliver against a core set of critical tasks:

Key responsibilities

  • Provide reactive and proactive support to your Leaders.
  • Strategically manage a complex, ever-changing calendar of meetings, conference calls, interviews and appointments in line with both your Leaders and the organisation’s priorities, across numerous time zones, across different office locations, and on behalf of multiple key partners.
  • Construct a deep and thoughtful understanding of the multiple workstreams, objectives, key results and complex projects being carried out by the Leaders.
  • Develop a strong working relationship with your Leaders, thinking ahead and managing both priorities and risks, anticipating challenges before they arise and proposing solutions to enable effective decision-making.
  • Enable the Leaders by performing consistent meeting analysis, ensuring that their time is being used effectively; they are clear of their role within meetings and that they're well prepared for their meetings
  • Confirm that meeting roles, agendas and briefing documentation is in place for each meeting
  • Have a clear comprehension of your Leaders key partners; ensuring that they are meeting with these individuals and their large number of reports in the correct cadence
  • Partner with our Program Managers and help coordinate team meetings and circulate agendas - ensuring everyone is well prepared, time is used effectively and actions are complete
  • Gather, track, and communicate any follow-up or actions for your Principals
  • Collaborate closely with the Travel Team and arrange frequent domestic and international travel for conferences, international office visits and speaking engagements - e.g. hotel reservations, flight check-in, visas, detailed travel itineraries and overseas transport - whilst being the primary contact point for when the Leaders are travelling
  • Welcome guests and ensure they have a great visitors' experience - ensuring room set-up, providing an office tour and offering refreshments
  • Draft and send out team communications on behalf of the Leaders
  • Contributes, proactively, to a social and inclusive environment in your Leader's team; enabling a variety of opportunities for connection. Drive internal business and team bonding opportunities, collaborating closely with the Program Manager and Team Coordinator to organise events e.g. off-sites, lunches, retreats, talks and seminars. 
  • Provide personal support, errand running and duty-of-care e.g. lunch, water/tea, post, travel etc.
  • Undertake financial administration e.g. submit expense claims and approve purchase order requests; approve invoices; reimbursements etc.
  • Scan, copy, file and maintain an effective archiving system (online and offline)
  • Work closely with the Leadership Support Team to provide Assistant support during peak periods as required

About you

An experienced Assistant who performs best in fast-paced environments, with bags of energy and a keen interest to continue to grow your career in supporting and enabling others. Colleagues describe you as positive, warm, kind, trustworthy, and efficient, with a can-do approach and a thirst for learning.

  • Proactive, a self-starter and natural problem-solver; identifying what needs to be done without guidance. Aware of what your Leaders need to do everyday, what should be achieved and when, so that you can assist to reduce stress and setbacks
  • Comfortable communicating both internally and externally; adapting communication styles accordingly
  • Highly organised; used to working at a very fast pace and juggling many different priorities, whilst ensuring impeccable attention to detail
  • Utilise superb diary management skills to make the most of every day
  • Staying flexible and unflappable when priorities shift; being reactive, available and accessible to urgent changes or tasks
  • Preparation and research is second nature. You have extensive experience creating detailed schedules; plan down to the very last detail and always have contingencies in place
  • Naturally curious and ask questions
  • A resilient nature that remains calm even in the most stressful of situations; seeking understanding and implementing changes as required, and learning from any setbacks
  • You handle your (sometimes conflicting) priorities well; coordinating multiple deadlines; and are comfortable pushing back and managing expectations in a mindful way
  • Committed and always organised; you are willing to roll your sleeves up and get stuck in with anything; this mentality means that no task is too big or too small
  • An ability to instil trust with people, especially with other Assistants. Putting people at ease, influencing and creating understanding. Your knowledge and approach means that people actively seek your guidance
  • A recognition for the value in forming relationships with key partners across the entire organisation, dealing thoughtfully, calmly and effectively with different teams across the business
  • Hierarchy isn’t important to you; collaborating as a team and working towards our mission is your driver
  • Most of all, you instinctively act with total discretion and diplomacy, and apply sound judgement in responding to circumstances - both predictable and unexpected. Loyalty and confidentiality are a key requirement

This is a career defining role and applicants should be ready to commit to this long term mission. This opportunity offers the chance to be a key part of something extraordinary and the opportunity to make a real difference.

Please include a cover letter when applying and tell us how you can make a difference to our team.

Competitive salary applies

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