The Role
As an Executive Assistant you’ll be providing high quality support to our General Manager in Italy and to the broader IT leadership team. In this role you will work closely with the General Manager and our Leadership Team to ensure they are well prepared for all internal and external interactions. You will also work in close collaboration with the Executive Assistant team in London.
What You'll Be Doing
- Managing complex Executive diaries including organising internal and external meetings across multiple locations
- Preparing and maintaining forward looking calendar to ensure time is best utilised and well managed, arrange refreshments for meetings as required
- Facilitate leadership meeting: preparing and communicating agendas for leadership meetings
- Secure meeting rooms for internal and external meetings, including external venue space as required
- Arrange refreshments for meetings as required
- Partner with various stakeholders (e.g. Enterprise Tech, Facilities team) to support smooth running of the business
- Provide cover for other Leadership Support team members
- Register guests with reception and welcome them on arrival
- Research and book travel and accommodation
- Book ground transportation including taxis
- Ensure compliance with key policies, including but not limited to Travel & Expense policy
- Process expenses
- Raise purchase orders, process invoices
- Arrange courier services
- Establish, maintain and update key docs / doc repositories including shared drives
- Organise or support the organisation of team events/ offsites / workshops / socials
- 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
- Provide ad hoc administrative support as required, including personal life administration or collecting lunch
- Manage ad hoc projects / initiatives as they arise
- Manage when relevant approvals / signatories / Workday administration on behalf of GM
- Partner with Comms team to ensure Introonet content remains accurate / up to date
- Partner with Comms team to support effective delivery of key employee facing projects / initiatives eg: Golden Wings
- Plan and support the delivery of org wide meetings / events eg: All Hands
- Prepare and communicate agendas for leadership meetings
Requirement
- 5+ years of experience working for a global company
- Must work calmly under pressure, excellent at making decisions and finding solutions at short notice
- Highly adaptable to fast-paced and dynamic environments, often dealing with rapid changes and evolving priorities
- Effective communication is essential, as EA often acts as a liaison between the executive team, various departments, and external stakeholders
- 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
- Maintaining confidentiality and building trust is vital
- 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
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