Executive Assistant to Co-founder/CEO and COO (12-month FTC)

Bloom & Wild is re-inventing the $60B global flower industry. Over a billion flower exchanges take place every year and industry satisfaction levels are low. Driven by our vision of creating the destination for making life a little more thoughtful and beautiful, we do things differently. From inventing letterbox flowers to founding The Thoughtful Marketing Movement. And we’ve seen impressive traction to date - we are Europe’s leading online flower company, and the UK’s fastest growing ecommerce company according to the Financial Times, growing at +100%.

In January 2021 we announced our £75 million Series D funding round, led by General Catalyst (backers of Airbnb and Deliveroo), alongside other top tier investors including Index Ventures (investors in Wise and Glossier). We are home to a family of 3 strong brands, Bloom & Wild, boomon and Bergamotte, having acquired bloomon in April 2021 and Bergamotte in July 2021. Together, we are active in 8 countries. 

We really care about creating a diverse and inclusive team and we welcome people from all backgrounds, with different perspectives, ideas and experiences to work with us. In our team, everyone has the freedom to give their opinion, grow in their career and be part of a genuinely caring and inclusive team.

People at Bloom & Wild

The overall Bloom & Wild team is now over 475 people across 3 countries. The Executive Assistant Team sits within our People organisation, and reports directly to Aron, our Co-founder & CEO, with dotted lines to our Chief People Officer.

The focus of the EA team is to support the Exec and VP Team to become the best leaders they can for the business; using our organisational, logistical and problem solving skills we aim to bring fresh perspectives to current processes so that our Execs can better utilise their time and resources. The team is expected to keep on top of all admin tasks around diary and inbox management and is given autonomy over doing so. 

This role will cover for the current EA to our Co-founder & CEO and COO, who will be on maternity leave from the end of December 2022 - we'll need you to be available to start in early December for handover. You'll collaborate with people from all over the business and will manage a small team of 2 Assistants.

Executive Assistant duties:

Diary and time management for the Co-founder & CEO and COO in order to anticipate priorities. Act as gatekeeper for Co-founder & CEO and COO, monitor and manage incoming email, mail and calls– respond as required or delegate to individuals as necessary. Schedule internal and external meetings as required - determine attendees and invite them, prepare/distribute agenda in advance, prepare briefings for guest speakers and attendees, VC and dial in details setup; book suitable venues and arrange for equipment/catering as necessary. On hand to support projects which involve our Co-founder & CEO or COO. Manage and maintain meeting agendas for regular meetings for the Exec and Senior Leadership Teams.  Attend ad hoc meetings as required, taking notes and minutes to enable succinct and accurate transfer of information. Travel, accommodation and transfer bookings. Plan and coordinate team off-sites, including venues, catering, transport and note taking. Completion and submission of expense claims. Observe and contribute to internal team culture on a company wide scale to increase communication and team morale (e.g. organisation of content for team stand ups and Monthly Meetings). Maintain the investor engagement database. Schedule all necessary Board meetings (and any prep meetings ahead of time) and ensure the Board are kept up to date on timings and logistics.  Maintain the COO’s monthly meeting tracker in order to prepare analysis within monthly reviews.

Management of Assistant Team duties:

Conduct weekly 1:1s with each of the Assistants (EA and Team Assistant) to ensure they feel supported, engaged and set up for success. Run weekly Assistant Team meetings to ensure effective transfer of information and shared knowledge on a regular basis.  Perform half yearly performance reviews, checking in on personal and professional goals and creating new ones to align with career direction. Quarterly workshops  with the Assistant team to dedicate time to creating OKRs for the collective team, giving direction and purpose to the function. Overall wellbeing and fostering a happy and cared for team.

You:

At least 5 years' experience as an EA, ideally  in a fast paced, high growth, start up environment. At least 1 year of experience in managing a team of administrative roles. Comprehensive understanding of Microsoft Office and G-Suite. High level of attention to detail and excellent organisational skills. Excellent written skills, able to respond accurately and appropriately to a range of stakeholders. Strong communication and interpersonal skills. High level of integrity. Team player with a commitment to group goals & company values. Enthusiastic and driven, with a positive outlook. Intellectually curious - you love to tackle problems with others. You care about the details and consistently deliver excellent work. Proactive project manager - you take ownership and get stuck in, and you're able to balance multiple projects and priorities. Experience of supporting a Founder CEO. Experience in process and project management.

Working Environment

We are a distributed team with two office locations in Amsterdam and London and multiple warehouse locations. Our team can choose to work from our offices as much or as little as they’d like. We don’t expect people to come in as a norm but if it makes sense to do so (team onsites, monthly meetings etc), then we’d encourage it.

We work hard to create a working culture of inclusion for our team working from office and home locations so whether you need to be at home for school pickups or want to spend time together with your co-workers we’ll do our best to make your experience a good one!

Our perks and benefits:

* 25 days holiday, with an additional day off for your birthday, plus bank holidays, totalling 34 days, per annum. There is also the option to buy an extra 5 days holiday

* Flexible working schedule (core hours from 10-4pm)

* We offer flexible bank holidays so at any time you can trade a bank holiday day off and in its place take off another day that fits better with your beliefs, values and celebration calendar

* Choose your laptop and any extra equipment you need to do your best work

* Health cash plan through Simplyhealth

* Personal Development Budget

* Enhanced Family Friendly Policy

* Workplace nursery - a salary sacrifice based childcare scheme

* Cycle to work scheme

* Pension Contribution

* Discounts on our blooms!

* Lunch & Learns

* Bloom & Go Wild trips

When we’re in the office:

Our lovely, light and spacious office is conveniently located close to Vauxhall and Oval stations in London. We have an informal, inclusive and scale-up culture and those who choose to come into the office, also benefit from:

* Free snacks.

* Early finishes on Thursdays & Fridays to spend more time with each other.

* Beer, wine and soft drinks fridge.

* We’re a social bunch and love to get together to celebrate!  Events include Summer & Christmas parties, post peak celebrations and team lunches.

In addition to our normal perks and benefits we’re supporting each other and maintaining our culture remotely through:

* Weekly online yoga class and access to ClassPass workout content.

* Birthdays, anniversaries, and special occasions are celebrated.

* Virtual Stand Up for weekly company updates, and Virtual Monthly Meeting to celebrate our successes and value nominations.

* Wellbeing support through our online platform, Spill, which offers online therapy sessions.

* New slack channels and ways of creating community remotely.

* Peak Treats to support our team during our busiest times!

Our Recruitment Process

Applications for this role will close at 9am, Monday 10th October

We are continuing to conduct the majority of our interview processes remotely via video. This will involve an initial chat with Shannon, our Talent Associate, followed by:

* 1 hour face-to-face task based interview with Lizzie, our current EA to CEO and COO 

* 30 mins with Aron, our Co-founder & CEO 

* 30 mins with Phill, our COO

Your application experience is important to us and we’re keen to adapt to make every interaction even better. We welcome feedback on our recruitment process and would love to hear from you directly on how we can improve. If you have any suggestions please feel free to let us know.