An exciting opportunity has arisen to join Veygo as a Office Coordinator on a permanent basis.
About Veygo
Veygo is an independent company built and owned by Admiral operating within the Admiral Pioneer business. Admiral Pioneer is a business within Admiral Group with the objective of seeding, launching, and scaling new businesses that will become one of the growth engines for Admiral in the future.
Veygo is one of these new businesses and at the forefront of the Mobility as a Service (MaaS) revolution, providing transport solutions for customers with and without cars. We want to make life easier for those wishing to share cars, use their own temporarily, or for learner drivers looking to practice in a family member’s or friends’ car. In short, we want to help people be able to get behind the wheel of a car, even if they don’t own one.
We are building a dynamic and energising environment where we will provide all the excitement and freedom of a scale-up but with the support and stability of an established large organisation. As of today, we have a strong team of 80+, but with a clear idea of where we want to go in the next few years, we need to strengthen it to keep pushing forward. We seek to recruit bright, passionate people who have a can-do attitude who look at the world and see the opportunity in our own small way, to make it better for our customers.
The Role
As a Office Coordinator reporting into the Chief of Staff in Veygo, you will play a pivotal role in ensuring smooth operations, efficient invoice management, and effective decision-making within the organisation. This role requires exceptional organisational and administrative skills, a high level of professionalism, and the ability to work with confidential and sensitive information.
Key Responsibilities
Administrative Support:
- Provide comprehensive administrative support to the leadership (weekly) team
- Manage calendars, schedule appointments, and coordinate meetings for Weekly Team
- Prepare meeting agendas, materials, and support governance meetings, when required
- Handle travel arrangements
- Assist Admiral Pioneer's Office Manager on cross business activity
Business Planning Coordination
- Assist in the preparation and execution of strategic business plans and initiatives including supporting the 5-year plan and associated eg inputs into Admiral Pioneer's and Able Insurance's Board meetings
- Assist in the management and scheduling of regular quarterly and monthly activity including OKR reviews
- Support budget planning/work with Finance to compile and analyse financial data, creating reports and presentations for business planning purposes
Financial Support:
- Assist in financial planning, budgeting, and forecasting activities
- Collaborate with Admiral Pioneer Finance teams to gather financial data, reconcile accounts, and prepare financial reports for Weekly Team on a regular basis
- Maintain confidentiality and handle sensitive financial information with the utmost discretion
- Continuously review and improve invoice payment process to ensure that suppliers are paid within terms
- Process invoices and liaise with Finance to ensure we have a clear and timely view of expenses and a robust sign-off process
- Coordinate contracts management across Veygo to ensure that they have owners, renewals process and SLAs are reviewed and managed by Owners
Project Management:
- Support the Weekly Team in prioritising projects/business canvasses, ensuring timelines are met, and deliverables are achieved
- Assist in Portfolio activities and processes including planning, prioritisation, canvas development support, whilst fostering collaboration with colleagues and key stakeholders
- Support the development of presentations and white papers for internal audiences
- Collaborate with cross-functional teams to ensure smooth project execution and alignment with business objectives.
Office Management:
- Oversee office supplies, equipment, and facilities, ensuring a well-organised and efficient working environment.
- Handle administrative tasks eg record keeping, credit card management
- Support Admiral Pioneer's Office Manager and Communications colleagues
Skills and Requirements
- Proven experience as an Assistant, PMO or Portfolio Assistant in a similar administrative role, preferably supporting senior management and finance functions in a start-up or scale-up
- Strong proficiency in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with finance software
- Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels of the organisation
- Highly organised, with exceptional attention to detail and the ability to manage multiple priorities
- Demonstrated ability to handle confidential and sensitive information with discretion and integrity
- Strong analytical and problem-solving skills, with the ability to present data and insights in a clear and concise manner
- Flexibility to adapt to changing priorities, ambiguity, and work in a fast-paced environment
Our Commitment to You
At Admiral, we are committed to being a diverse and inclusive workplace. Admiral is proud to be an equal opportunities employer and does not discriminate on the basis of race, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), national origin, gender, gender identity, sexual orientation, disability, age, or any other legally protected status.
All qualified applicants will receive equal consideration for employment.
Salary, Benefits and Work-Life Balance
We do not have a set salary for this position, as it will be dependent on the successful candidate’s experience. We are happy to see CVs from all candidates who meet the requirements and will be happy to discuss the remuneration package.
At Admiral, we are proud to be a diverse business where we put our people and customers first. We have great benefits to ensure employees have a great work-life balance; it's one of the reasons we’re consistently voted one of the Sunday Times Best Big Companies to Work For in the UK. We want you to have an element of freedom to define a working lifestyle that supports this, so accommodate flexible hours wherever possible.
All colleagues will receive 33 days holiday (including banks holidays) when they join us, and this will increase with length of service, up to a maximum of 38 days (including banks holidays). You also have the option to buy or sell up to five days of annual leave in addition to your allocation.
You can also view some of our other key benefits here.
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