Workplace Experience Manager - London, United Kingdom - Nuix

Description

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Workplace Experience Manager

Department: Sales

Employment Type: Permanent - Full Time

Location: London (UK)

Description

Nuix creates innovative software that empowers organisations to simply and quickly find the truth from any data in a digital world. We are a passionate and talented team, delighting our customers with software that transforms data into actionable intelligence.

We collaborate to provide innovative solutions for more than 1,800 customers in over 72 countries. Our customers include many of the world's top financial institutions, corporations and government departments, all major global regulatory agencies, leading security and law enforcement agencies, and all tier-one advisory firms and litigation support vendors.

As an Executive Assistant and Workplace Experience Manager, you will play a pivotal role in shaping the work environment to be a thriving and positive space for all employees. You will provide high-level administrative support to regional leaders, ensuring smooth day-to-day operations and efficient communication within the executive office. From managing daily facilities operations to orchestrating engaging events, you will contribute to a workplace culture that fosters collaboration, innovation, and employee well-being.

This role will be 3 days a week onsite in our London office, with 4 days a week an option for busy weeks.

Key Responsibilities

Support:

• Prioritise and manage the workload of the EVP, in line with the key business priorities and timeframes.
• Maintain all diary and travel arrangements for domestic and international, and dealing wit changes as required in a timely manner.
• Arrange meetings; coordinate relevant information prior to meetings, manage expenses when required across multiple time zones.
• Contract Management: gather background documentation and information, obtain appropriate authorisations of contracts and management thereof.
• Document production: accurately formatting, proof-reading and collating presentation documents, analysis reports, spreadsheets, letters, proposals, minutes, agendas and other confidential materials.
• Conduct research, compile data and prepare papers for consideration and presentation by Executives and Board of Directors.
• Work with other EA's and Support personnel to ensure the efficiency and management of work and overflow of tasks and responsibilities.
• File and retrieve corporate documents, records and reports.

Risk Champion

• Be the Divisional liaison representing the EVP to the Head of Risk
• Ensure Risk objectives of the business are met through review and analysis with the International Leadership Team
• Maintain, review and update the EVP with the Divisional Risk Register and Actions

Organisational Cadence

• You will advise and support the Heads of Sales, Domain Leaders and Functional Leaders in ensuring a connected organisation
• Develop, review and recommend meeting and reporting cadence for the Domains and functions within the International Division in order to meet EVP and Board requirements
• Establish, publish and monitor a communication strategy for the EVP to engage with all the Domains and Functions across the Division

Reception:

• Manage the reception area to provide a warm and professional welcome to visitors and guests.
• Coordinate visitor access, sign-ins, and pass distribution for a seamless experience.

Office Management:

• Oversee day-to-day operations, including office supplies, equipment maintenance, mail, and cleanliness.
• Assist with new hire set up ensuring proper building access, distro lists, assigned desk, tour of our office on their first day. Provide support and resources to help new hires integrate into the company culture.
• Coordinate catering, kitchen and office supplies, restocking, vendor delivery and management.
• Make sure office and kitchen equipment is operational, service contracts renewed as necessary.
• Expense processing and invoice coordination for office spend.
• Collecting Equipment from Terminated Employees. Utilize "Hello Retriever" and ship boxes to terminated employees for returns and processing. Timing: as needed.

Social/Wellbeing Events and Coordination:

• Plan, coordinate and execute on social, well-being, team-building activities, workshops, celebrations, and updates (in person + virtual) initiatives to enhance employee satisfaction and workplace culture.
• Coordinate social groups and activities across multiple office locations.
• Active participant in driving Vibe Tribe event, activities and communications
• Collaborate with department heads to understand their team's needs and preferences for events.

Health & Safety Coordination:

• Ensure compliance with health and safety regulations, conducting regular risk assessments.
• Coordinate emergency response plans and drills, keeping employees informed and prepared.

Technology Integration:

• Informed about the latest office technologies and recommend solutions for improved efficiency.
• Collaborate with the IT department to address technology-related issues in the office.

Global Team Collaboration:

• In partnership with the People & Culture Team, support global office experience collaboration to build a great employee experience through a meaningful employee engagement events.
• Coordinate with other regional office experience coordinators to align on initiatives, meetings, and events to foster engagement and consistency.
• Support ELT and employee travel as needed when visiting local offices
• Collaborate with People, IT, Marketing, Finance, and other relevant departments to ensure alignment of regional office operations with company policies and goals.
• Build and distribute a monthly newsletter for Nuix EMEA and share with global Workplace team.

Skills, Knowledge and Expertise

• Ability to handle multiple tasks and priorities, executing with excellence at all times
• Ability to be 4 days a week onsite in our London office, with 3 days a week an option for quiet weeks.
• Strong problem-solving skills (research, independent thinking, decision making, good judgment)
• Attention to detail to deliver high quality output
• Positive attitude, approachability, high ethics, integrity and confidentiality.
• A willingness to find a balance between best practice and a pragmatic approach, along with a desire to challenge the status quo and try new things.
• Confident team player, also able to work under own initiative.
• Ability to work well under pressure, emotionaly resilient and intelligence in the face of competing demands and conflict.
• Demonstrated analytical and critical thinking skills
• Commitment to work collaboratively & cross functionally in a global, matrixed structure.
• Previous experience working across varied time zones
• Experience with confidential information
• Knowledge and expertise in Health and Safety compliance
• Proven experience in an HR/Office Management team in an office environment

Nuix is on an incredible journey of transformation, aligning our strengths with our ambitions to pursue greater opportunities. To find out more about who we are and what we are doing, please visit our web page.

As we expand our global team and extend our skills and expertise, we are unified as one Nuix team guided by our shared values.

Nuix Vision

Finding Truth in a Digital World.

Nuix Mission Statement

Nuix creates innovative software that empowers organizations to simply and quickly find the truth from any data in a digital world. We are a passionate and talented team, delighting our customers with software that transforms data into actionable intelligence.

Nuix Values

• TAKEOWNERSHIP_ AND FOLLOW UP
• RESILIENT_ WE LEARN FROM THE PAST AND ARE OPTIMISTIC ABOUT TOMORROW
• UNAFRAID_ TO DO THE RIGHT THING, QUICKLY
• TEAM NUIX_ FIRST AND FOREMOST
• HERO OUR CUSTOMERS_ AND INNOVATE FOR THEM

We believe in these principles and seek to weave them into the fabric of our daily work at Nuix. In doing so, we co-create a dynamic and purposeful company culture that we can be proud of and want to belong to.

Benefits

Hybrid role, 3 days a week in the office

• Exceptional Work-Life Balance:

Enjoy 25 days of holiday, plus bank holidays, providing you with ample time to recharge and spend quality moments with loved ones. Supplementing this, 2 days of Wellbeing Leave ensure you can prioritize self-care when needed.

• Social Impact Opportunities:

Dedicate 2 days to support a charity close to your heart, fostering a sense of purpose and making a meaningful contribution to causes that matter.

• Leading Parental Support:

Our market-leading Primary Carer Parental Leave acknowledges the importance of family, providing comprehensive support during significant life moments.

• Health and Wellness Priority:

Benefit from individual Private Medical Insurance provided by Vitality, ensuring your health is a top priority. This comprehensive coverage promotes a proactive approach to your well-being.

• Financial Security and Planning:

Take advantage of our Salary Exchange pension scheme, offering a strategic and efficient way to plan for a secure financial future.

• Team Building and Camaraderie:

Engage in Bi-Annual team events, fostering a sense of unity, collaboration, and shared success. These events go beyond the workplace, creating lasting memories and a strong team culture.

• Holistic Employee Support:

Access our Employee Assistance Program, providing resources and assistance to address personal and professional challenges, ensuring your holistic well-being.

• Peace of Mind with Life Insurance:

Enjoy peace of mind with life insurance coverage at 4 times your salary, providing financial protection for you and your loved ones.

• Continuous Learning and Development:

Fuel your professional growth with an Individual Learning Fund of GBP 600 per year, empowering you to invest in your skills and stay at the forefront of your field.

• Flexible Work Arrangements:

Embrace a flexible work culture with the opportunity to work from anywhere for up to 1 month per year.

• Nuix is an equal opportunities employer. Don't let imposter syndrome hold you back We welcome all applications and are a flexible employer. We embrace hybrid working with 2 days per week in our London or Frankfurt office, provides the perfect blend of flexibility and collaboration.