Lead Executive Assistant

Company Description

Talabat is part of the Delivery Hero Group, the world’s pioneering local delivery platform, our mission is to deliver an amazing experience—fast, easy, and to your door. We operate in around 65 countries worldwide. Headquartered in Berlin, Germany. Delivery Hero has been listed on the Frankfurt Stock Exchange since 2017 and is part of the MDAX stock market index.

Job Description

Executives Support & Coordination:

• Proactively execute a broad variety of administrative and personal tasks for the CEO, CPO, VPC including but not limited to: managing an extremely active calendar of meetings, submitting expense reports, arranging complex and detailed travel plans, itineraries and agendas.

• Plan, coordinate and ensure the CEO & C-Level schedules are followed and respected.

• Provide a "gatekeeper" and "gateway" role, creating win-win situations for the CEO & his directs.

• Prioritize conflicting needs; handle matters expeditiously, proactively, and accommodate ad-hoc requests, sometimes outside regular work hours.

• Maintain discretion and confidentiality in relationships with all C-Level Executives.

• Prepare and compose correspondence on behalf of the CEO as requested.

• Manage Workday & Email administrative responsibilities on behalf of the CEO.

• Ownership of meeting room bookings for internal, external and DH stakeholders.

Stakeholder Engagement & Relationship Management

• Work closely and effectively with the CEO & the relevant stakeholders to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

• Establish and maintain healthy relationships with cross-functional business partners (Travel, Finance, Facilities, P&C, IT, etc) to support the team programs and goals.

• Take a wide range of unsupervised prioritization decisions which helps keep the organization moving forward in an efficient manner, being a crucial partner in driving overall organization productivity & efficiency by focusing the executives time on strategic priorities.

• Managing and executing engagement initiatives for the wider teams as per ExCo requirements, with the main aim of fostering a positive work environment in the relevant functions, and resulting in increased eNPS.

Event Management & Logistics

• Manage and facilitate ExCo local, regional and global events governance and logistics i.e summits, regional and global town halls, team building, offsites, etc.

• Recognize ExCo offices requirements and facilitate the procurement of equipment as necessary, in accordance with the requests and directives of ExCo.

• Comprehensive management of corporate and leisure events, as well as offsites, for ExCo, ensuring seamless execution from planning to post-event follow-up.

Communication & Documentation

• Oversee the team budget “petty cash”, corporate credit cards, track invoices and advocate for more if necessary to ensure continuous smooth operations.

• Creating or compiling the relevant decks/documents/templates for meetings, town halls or summits when necessary.

• Manage investors, DH, entities and external visits governance while ensuring the involved executives are briefed, well prepared and aware of the officials/investors/visitors profiles.

• Oversee ExCo committees cadence and attendance, minutes taking and distributing key decisions related to the company’s OKRs with the relevant stakeholders.

Project Management & Process Improvement

• Manage and execute a variety of special projects sponsored by ExCo, alongside with the EA team, some of which may have organizational impact.

• Championing internal processes improvements, leading and collaborating on initiatives that result in streamlined workflows, enhanced productivity, and reduced SLAs for C-level transactions and across various operational aspects of the organization.

• Build and maintain the company’s internal regional knowledge portal including updating content, access restrictions, portal design, and education.

• Creating projects artifacts, defining project scopes, drawing Gantt Charts and building decks for senior audiences.

• Identify, report and follow-up on workplace inadequacies while ensuring internal meeting rooms, events setup are completed as per requirements.

• Communicate performance expectations and deliver feedback during performance review cycles.

Team Management & Development

• Manage and lead -by example- direct reports, fostering a collaborative and growth-oriented work environment to ensure seamless support for other C-Level Executives.

• Support the effectiveness, development and growth of the team through knowledge sharing, advocacy, empowering and mentorship; varying across the needs of each team member.

• Ensure a team-wide load balance at all times.

• Establish and iterate on the EAs team brand, mission and vision.

• Manage administrative responsibilities for directs, including time-off approvals and balance, Workday management and team resource maintenance.

• Support the team with their every day tasks when needed.