Executive Assistant - Operations & Commercial at Bloom & Wild

Job Description

bloomon is turning the flower industry on its head – for the better. How? By disrupting the traditional supply chain! We skip the auction and wholesale, to shorten the journey for our flowers. And we harness technology, brand and innovation to deliver gifts and subscriptions that delight our customers across Europe.

We launched in Amsterdam in 2014, and in 2021 joined forces with Bloom & Wild, the UK's fastest growing ecommerce company (according to the Financial Times). Our group is backed by top tier investors and is now home to a family of 3 strong brands, Bloom & Wild, bloomon and Bergamotte. Together, we’ve delivered over 20 million orders (and counting!), making us the largest direct to consumer flower business in Europe.

Our vision is to create the destination for making life a little more thoughtful and beautiful. And we won't stop at flowers and plants. Starting with the Bloom & Wild brand, we're expanding our gifting offering to other categories like cakes, candles and cocktails. This is all part of our ambition to build Europe's #1 direct to consumer gifting destination.

We care wildly about people and our planet. Which is why we’re so proud to be a certified B Corp™ – committed to making long-term positive change for our community, and the world around us.

🛠️ People Team @ Bloom & Wild Group

The Executive Assistant Team sits within our People organisation, and reports directly into the VP of People with dotted lines to the CEO & Chief People officer. The overall Bloom & Wild team is now over 350 people across 3 countries.

The focus of our EA team is to partner with the Exec and VP Team to be the best leaders they can for our business. Using our organisational, logistical and problem solving skills, we aim to bring fresh perspectives to current processes so that the Executives can better utilise their time and resources. We keep on top of all admin tasks around diary and inbox management, and have autonomy in doing so.

The person in this role will support one of our Exec team, and three VPs - all responsible for different areas within our Operations & Commercial functions.

This role is expected to be based in our Amsterdam/Amstelveen locations for three/four days per week to be an in person support for our team. This will include supporting any team meetings, events, offsites, and meeting and greeting external visitors for the Execs you support.

⚙️ What you'll be doing:

Be the ultimate guardian of your Exec’s calendars, proactively managing, optimising, and protecting their time to ensure focus on the highest impact priorities.

Serve as a smart, diplomatic filter and triage point for incoming communications, exercising high judgment to prioritise, action, or draft responses.

Schedule internal and external meetings as required - determine attendees and invite them, prepare/distribute agendas 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

Own the organisation and successful execution of functional team meetings; driving agendas, preparing high-quality materials, and managing logistics.

Travel bookings and planning, including travel budget tracking where needed.

Own the connection experience for team offsites and major events, maintaining consistent opportunities for connection, being responsible for imaginative concept and venue selection as well as on-the-day delivery, logistics and budget management. Support any necessary Board meetings.

Design and deliver visually polished and professional presentation materials (decks, reports, communications) for internal and external audiences.

Identify, champion, and implement innovative solutions and tooling to generate efficiencies in your workflows and functional areas.

Systematically support internal communication rhythms and initiatives, ensuring team content is engaging, high-quality, and reflective of our culture and strategy. (e.g. supporting creation of content for team stand ups and Monthly Meetings)

Work with the People Partner and Talent team to gain continuous insights on team needs and support these where possible.

Act as a dedicated People representative and team culture builder to champion and facilitate connectivity initiatives across our Amsterdam and Amstelveen sites.

✅ You’ll love this role if you…

4-6 years experience in an assistant based role, likely gained in a fast paced, high growth, start up environment

You care about the detail - you’re methodical and precise and take a thoughtful approach to planning and prioritising your work

Excellent written skills, able to respond accurately and appropriately to a range of stakeholders

You are a creative thinker, with the ability to problem solve and come up with new ideas

You have collaborative style that enables you to work with a range of different people and teams and allows for open and inclusive discussion

High level of integrity

You're a solid team player who truly believes in the value of diverse and inclusive teams

You’re enthusiastic, passionate and keen to deliver impactful results

Intellectually curious and excited about problem-solving with others

Proactive project manager - you take responsibility and initiative to get things done, are willing to roll up your sleeves get stuck in

Comprehensive understanding of G-Suite

Are innovative & deeply interested in the changing tech landscape, and attuned to how AI can be embraced thoughtfully for driving efficiencies and better experiences for the exec you work closely with.

✅ Nice to have:

You can speak fluent Dutch

Driving license

These are some of the skills and experience we think will enable success in this role, but please don’t worry if you are missing some of these. We’re committed to building a team made up of different strengths, skills and experiences, so if you’re excited about our values, passionate about what you do and would like to join us in doing things more thoughtfully, we’d love to hear from you.

🏡 Belonging at Bloom & Wild Group

We know that we learn through our differences, and building a diverse team has always been central to creating the best experience for our customers. We value all backgrounds, perspectives, ideas and experiences, and encourage everyone to share their opinions openly within our caring and inclusive team.

🧭 Our ways of working

We do things a little bit differently. From inventing letterbox flowers to founding The Thoughtful Marketing Movement. We’re big on collaboration, empathy, knowledge sharing and growth, and our values drive our priorities every day:

Lead change for good: we have the guts to try new things and step up to do what matters most

Think deeply, act swiftly: we make sure there’s thoughtful rationale behind our approach and always act swiftly to implement ideas

Care wildly: we pour care and creativity into everything we do and pay attention to the things that make a difference

Stay open, be curious: we’re open about what we’re doing and why, and we welcome challenges from each other

We really believe in the power of face-to-face connections - be that through a shared project, a learning and development opportunity, or an after work social - and trust our teams to make the right decisions (for them and us) about where and how they work each day. Our working patterns are flexible and vary across the business, depending on the type of work, need for collaboration, and personal and wellbeing circumstances.

🌟 (Some of) The good stuff

To care wildly for our customers, firstly we care wildly for our teams. We work hard to craft a culture of thoughtfulness and care, where there is a strong sense of inclusion and belonging, enabling all of our people to thrive and be successful each day.

🌻 Work that works for you

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

- Work Abroad for up to 30 days each year

- Share in our success with a choice to take equity options from day 1

- 1 day per year to volunteer on a project that’s close to your heart

- We’ll support your commute to our office and site locations. Depending on your journey to work, this may include a Swapfiets, an NS business card or expense reimbursement

- Phone allowance

🌴 Time off

- 24 vacation days and an option to buy an extra 5 each year

- Happiness days (1 extra day each quarter for your personal ‘me time’)

- 1 celebration day per year, to celebrate a holiday that’s important to you

- Flexible bank holidays - trade a bank holiday for another day that fits your beliefs, values and celebration calendar

🌱 Health and wellbeing

- Mental health support through Open Up, including access to online therapy sessions

- Allies and champions groups

- Mental Health First Aiders and awareness training for our managers

- In person and virtual yoga every week

- Our office kitchen is stocked with healthy drinks and snacks to keep you going

- Workplace pension contributions

🌳 Growth & Development

- A flexible training framework for every stage of your career development through our Bloom & Learn programme

- Internal & external Speaker Sessions on a variety of different inspirational topics.

💐 Moments that matter

- We love having lunch together! We offer daily fresh and healthy lunch options at our locations in Amsterdam and Amstelveen,

- A BBQ-worthy rooftop terrace (Amsterdam HQ)

- Social & wellbeing monthly calendar

- We love to celebrate birthdays, anniversaries and other important milestones!

- Summer and End of Year events, team lunches and post-peak celebrations

- Irresistible discounts on our products, blooms & subscriptions!

🫱‍🫲 Getting hired

We know that job searching can be daunting, and we want to do everything we can to ensure that your experience with us is a good one. Interviewing is a 2-way process, and we’re keen to answer all of the questions you have, so that you can be sure (and excited!) that we’re the right move for you.

To apply, please send us your CV and take some time to complete the application questions (no need to send a separate cover letter). Our process will involve a task based interview and you’ll also have the opportunity to meet with some of our People Team and those you’ll be supporting.

We believe in leading change for good, so do let us know if there’s anything we can do to support your application process. Also, if you have any feedback, please help us to improve our candidate experience by sharing (anonymously) here.

Apply