REQUIREMENTS:

• Proven experience as an Executive Assistant, preferably within the finance sector.
• Proficient in managing complex calendars and coordinating meetings across various time zones.
• Strong organisational skills for preparing meeting materials and handling logistical coordination.
• Experience in processing expense reports and managing travel arrangements.

ABOUT THE ROLE:

As an Executive Assistant, you will be a pivotal point of support for three of our Vice Presidents: the VP of Finance, the VP of Finance and Strategy, and the VP of FP&A. You will become an integral member of our collaborative Executive Assistant team, working closely with fellow EAs to ensure seamless administrative operations and contribute directly to the efficiency and effectiveness of these key leadership roles within our Finance organisation.

CORE RESPONSIBILITIES:

• Proactive Diary Management: Expertly manage and maintain complex calendars for multiple executives, coordinating internal and external meetings across various locations and time zones with meticulous attention to detail.
• Meeting Excellence: Ensure executives are exceptionally well-prepared for all engagements by proactively gathering, organizing, and distributing necessary documents, agendas, and pre-reading materials for both internal and external meetings.
• Logistical Coordination: Secure appropriate meeting spaces, tending to guests, including booking internal rooms and sourcing external venues as required, ensuring all logistical aspects are handled smoothly.
• General Administration: Efficiently process expense reports, raise purchase orders, arrange courier services, manage invoice processing in a timely and accurate manner. Establish, maintain, and update key documents.
• Travel & Logistics: Research, book, and manage comprehensive travel arrangements, including flights, accommodation, and ground transportation, as well as handle visa applications when necessary.

EXTENDED RESPONSIBILITIES:

• Event & Team Support: Organise and/or provide comprehensive support for team events, offsites, workshops, and social activities, contributing to team cohesion and morale.
• Project Management: Manage ad hoc projects and initiatives as they arise, demonstrating strong organisational and problem-solving skills.
• Policy Adherence: Ensure strict compliance with all relevant company policies, including but not limited to the Travel & Expense policy.
• Team Collaboration: Actively contribute to a positive and supportive environment within the Executive Assistant team, including participating in and potentially organising team events.
• Company Engagement: Positively contribute to Deliveroo’s vibrant culture by participating in social events and Employee Resource Group (ERG) initiatives.
• Cross-Functional Partnership: Collaborate effectively with various stakeholders across the business, including the Facilities Team, Enterprise Tech, and AV Teams, to ensure smooth operational flow.