Executive Assistant

3 days ago

Dublin, Dublin City, Ireland Tapestry Venture Capital, LLC Full time

OVERVIEW

The Office Manager and Executive Assistant is a two-pronged role. Reporting to the Head of HR, the Office Manager is a key member of the People Team, ensuring our office-based and remote teams are supported and have what they need to be successful in their roles, whilst creating and cultivating an incredible Manna culture. With a dotted line to the CEO, the EA is also responsible for supporting the busy Chief Executive in all his calendar management, travel coordination, and ad hoc other items. This is a fixed-term contract for 12 months.

ABOUT MANNA

At Manna, our mission is to improve the world by making lightning-fast suburban deliveries affordable, green, and safe. We design and build our own aviation-grade drones to deliver food and other items directly from restaurants, centralized kitchens, and local stores to consumers' homes.

ROLE PURPOSE

Manna is nothing without its incredible team of hardworking individuals across several central and operations locations. The Office Manager supports the team that are in the office, working remotely, and across our Operations sites; is the first point of contact for all team members, and is a friendly face who can always field inquiries and point the team in the right direction. With direct ownership of a huge range of responsibilities across team support, travel logistics, cultural items, facilities, and events, this role is a key player in the team at Manna's continued success and growth.

STUFF YOU'RE RESPONSIBLE FOR

  1. Executive assistant to the CEO:
    1. Support the CEO by providing a high standard of executive assistance to meet all his needs including detailed diary management, setting up meetings, hospitality, travel, and visa arrangements, supporting his worldwide busy travel schedule.
    2. Ensuring our CEO is in the right place, at the right time, with all the relevant information to hand, across multiple companies and time zones.
    3. Reasonable wider executive and board support as required; including calendar scheduling board meetings and liaising with board members to ensure the smooth running of same.
    4. Organize business meetings, dinners, and similar, as well as planning and assisting with events, both onsite and offsite.
    5. Ad hoc other reasonable support as required.
  2. Office Coordinator:
    1. Owns Manna central office facilities: ensuring the team has the best space to productively carry out our mission; including owning and organizing existing space and new office procurement and setup.
    2. A trusted member of the team helping organize large internal and external events and meetings including the board where no detail is missed.
    3. Owns travel and logistical support and management for the wider team.
    4. Ensuring that we have a calendar of team and cultural activities and events and owning any ad hoc cultural items.
    5. Making Manna a great place to work, role-modeling our values and company culture in everything you do.
  3. People team project support:
    1. Member of the People team, assisting with priorities across the organization.
    2. Assists in new joiner welcome and setup; continuing ad hoc support throughout the employee life cycle, including special HR projects to ensure employee success. Is the welcoming face for new joiners in the office.
    3. Ad Hoc special projects – top-to-tail ownership and meeting deadlines to ensure we scale Manna for world domination.

PERSONAL ATTRIBUTES + KEY QUALIFICATIONS EXPECTED FOR THIS ROLE

  1. You have a minimum of 2-4 years in an EA or administrative role, preferably in a start-up environment.
  2. You're a self-starter who thrives in ambiguity and loves adapting to changing priorities – working equally well on a team as on your own.
  3. You are confident, outgoing, and love to bring people together. You live and breathe a fun, can-do, kind, and hardworking office culture.
  4. You have impeccable attention to detail and recognize that little things can make a big difference.
  5. You are an extremely strong communicator, always seeking to be the most helpful you can be, communicating clearly and concisely across the organization and maintaining absolute confidentiality across all the high-level contexts to which you have access and with which you are trusted.
  6. You are extremely responsive and solution-oriented. You love problem-solving and thinking on your feet.
  7. Experience managing big events is a big bonus as is experience managing budgets.
  8. You have the ability to prioritize work and manage time effectively and be proactive.
  9. You demonstrate a professional manner at all times and always remain calm under pressure.
  10. You are extremely flexible, adaptable, and determined to make things work for both the CEO and the team he leads – even in the face of ever-changing demands.
  11. You are highly organized, you take feedback well, and respond quickly to people across all facets of your role.
  12. Familiarity with MS Office, Slack, Zoom, etc.
  13. You are flexible to occasionally working outside business hours supporting the CEO.

We operate a hybrid and flexible working environment, but as Office Manager you will be expected to be present in the office 2-3 days a week.

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