Workplace Experience Lead (9 Months FTC - Maternity Cover)

(London, UK)

At IDEO, we use design to create new products, services, experiences, tangible strategies and creative capabilities.

IDEO is in search of a Workplace Experience Lead who will partner with the Studio Team in London. This role reports directly to the Partner in charge of Strategic Operations.

In a Nutshell:

The Workplace Experience Lead is directly responsible for leading the overall Workplace Experience for our vibrant Farringdon Studio.

We are especially excited to meet candidates with a strong startup, creative agency, or B2B professional services background. This role will work closely with the Studio Team, Leadership Team and Global Experience Teams.

This role is offered on a fixed-term basis for 9 months as maternity leave cover. The successful candidate must be based in the UK, be able to travel to our Farringdon Studio 4 days per week and have the unrestricted right to work in the UK. Unfortunately, we are unable to offer sponsorship for this role.

Once here you will:

Manage the Studio Experience

Develop and manage budgets for studio location use in collaboration with Finance, Europe Leadership, Workplace experience team members, and Technology.
Partner directly with Project Teams and leaders to design and deliver welcoming, on-brand, hospitality-focused experiences for clients and guests.
Manage the day-to-day running of the Location in a hands-on manner, in direct partnership with Workplace Experience, Technology, Finance, external facilities management providers, Europe Leadership and global Real Estate and Facilities Director, making suggestions to improve the studio experience and operational processes.
Oversee shared service delivery and access for IDEO and subtenants/residents sharing space in our offices, including the space reservations, charge back process, and payments where applicable (in collaboration with Finance).
Oversee use of external contractors to manage and coordinate the maintenance of Herbal House facilities, ensuring timely and effective completion of maintenance tasks.
Build a sense of belonging by designing and leading studio location experiences in line with regional strategic priorities and goals, ensuring smooth operations from start to finish.

Manage Resources and Communication

Identify opportunities for improved services, lowered costs, and a better studio and client experience.
Be a leading contributor to managing Location Studio resources, using good judgment around allocating resources and spending.
Share ideas in an inclusive and exploratory manner with others and build on their ideas in team meetings.
Maintain and manage the calendar for Herbal House events, ensuring coordination with clients and the local community.
Provide support to the IDEO Client Project team by establishing a drumbeat and process for identifying and delivering hospitality experiences for key in-studio meetings throughout the project lifecycle.
Ensure compliance with health and safety regulations at location studio, including fire safety, first aid, and overall facilities health and safety.
Serve as the first point of contact and liaison with the landlord regarding facilities and lease-related issues for Herbal House, ensuring effective communication and escalation of any lease-related matters to Europe Leadership, Legal and Finance.
Lead the local Workplace Experience team, to help create the conditions for local teams to deliver their best work from the physical workspaces.
Assist recruiting team with hiring junior employees as needed
Be a proficient, clear, and compelling communicator while using Slack, Google Suite, Zoom, and similar communication and collaboration tools
Be proficient at management of internal workplace service tools such as help.ideo.com ticketing system, facilities security systems, etc.

Create and Maintain Local Community

Build and maintain relationships and a local network of diverse vendors (especially caterers, local restaurants, and others) to grow resources for outstanding experiences.
Exemplify the nuts-and-bolts of community building and community management (both the “head” and “heart” of when and why to gather people) and teach others how to galvanize people and ideas.
Partner directly with Leadership and the overall Workplace Experience team to improve studio experience by soliciting feedback from employees through surveys and community conversations and making recommendations based on the feedback.
Deliver excellent team communication and collaboration that shows an understanding of leading with empathy, openness, and curiosity (ie: listening with an intent to understand, asking appropriate questions, acknowledging one's experiences, and sharing one's experience).
In collaboration with Regional Leadership and/or Client Relationship Leaders, plan and execute delivery of key in-person events in line with regional strategic priorities, ensuring successful planning and delivery of overall attendee experience.
Develop and maintain the Location Studio user manual, including managing its creation, updates, and ongoing maintenance.
Organize different ways of gathering and engaging the Location Studio members, fostering collaboration and connection among residents.
Manage comprehensive guest support for Herbal House visitors, including assistance with room bookings, meeting coordination, and other related needs.
Manage and maintain repository of IDEO Europe key meeting recordings, ensuring it contains relevant and timely information for team members to stay informed and engaged

Qualifications / Experience:

4+ years of workplace and facilities management experience
Communication:
- Excellent written and verbal communication skills
- interpersonal skills
Service Creation and Management:
- Creating and designing new services, programs, curriculum, processes
Event Planning:
- including scouting locations, transportation, meals, etc.
- Knowledgeable and skilled in creating excellent client events and experiences
Ability to develop and promote positive change through innovation and creativity
Budget management, project management, business acumen, and critical analysis skills
Ability to connect distributed communities through in-person events
A creative problem solver with a “no job too small” mentality who enjoys rolling up their sleeves and getting things done
Enjoy making others successful and working in a fast-paced, creative environment
Take chances without being afraid to fail and learn along the way
Empathic, curious and proactive — a desire to learn about people’s needs and the ability to generate ideas, and get things done
Ready to pitch-in on tasks, big or small
Comfort working in ambiguous situations with limited direction

Application Requirements and Instructions:

This application will remain open until May 2nd, 2024.

Salary & Benefits

IDEO is committed to paying its employees equitably, regardless of gender identity or race/ethnicity/cultural identity. We support the holistic well-being of our community by providing a thoughtfully designed benefits package.

This range is influenced by a wide range of factors considered in compensation decisions at IDEO. This includes, but is not limited to: skills, industry knowledge, and experience. Final offers may vary from the amount listed based on geography, candidate experience & expertise, and other factors.

In addition to base compensation, IDEO offers a rich benefits package including the following:

IDEO offers a rich benefits package including the following:

Health Benefits: Private Dental & Healthcare

Financial Benefits: Pension scheme, profit sharing, Cyclescheme

Family & Caregiving: Enhanced Parental Leave

Other Benefits: Flexible Work, Learning Budget, Gym Budget

Commitment to Diversity

At IDEO, we are committed to the work of advancing diversity, equity and inclusion within our organization and in the world. Our purpose of having disproportionate, world-changing impact through design is directly connected to our ability to bring many different perspectives to the table. This applies to our candidates, the people we hire, the clients and customers we serve, and the communities we learn from in our research.

As a human-centered organization, we are committed to working with and designing for people of every race, ethnicity, gender identity, sexual orientation, age, socio-economic status, physical ability or attribute, religion, national origin, or political belief. We recognize that this commitment requires ongoing work and sustained attention, as well as adaptation to new insights and best practices. We keep our diversity data public for the sake of accountability and transparency. These commitments will also be part of your journey at IDEO, so please feel free to read more about them here.

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Workplace Experience Lead (9 Months FTC)