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Workplace Experience Specialist (12 months Maternity Leave Cover)



Vienna, Austria
Posted on Tuesday, June 25, 2024

Job Description

About the team

As part of the People SuperGroup, the Vibe team’s mission is to 'Build an environment that cultivates Canva's culture and inspires us all to do the best work of our lives'. This includes everything from planning future spaces, keeping our existing space functioning efficiently, producing engaging activations and events, to preparing healthy meals. The Vibe team plays a key role in creating and maintaining the type of workplace that we all love, where every single person has opportunities to grow and develop their skills and is able to do their best work and make an impact, every day.

As Canva grows, The Vibe Team is scaling its operations to adapt to the ever-changing needs and complexities of the company, to take on new responsibilities and to contribute in strategic and meaningful ways. Currently, the Vibe team oversees several functions including Workplace Experience, Facilities and Construction, Food and Beverage, Health and Wellbeing programming, Events and Engagement.

About the role

The Workplace Experience Specialist will step into the role of ambassador for Canva's values and mission during a pivotal period, ensuring the continuity of our vibrant culture and inspiring work environment while providing maternity leave coverage. Your primary responsibility will be to lead Vibe initiatives at the Vienna Campus, leading the currently ongoing office rejuvenation project in Vienna, and overseeing the setup of facilities and Vibe programming. This multifaceted role encompasses Real Estate, Facilities and Construction, Office Operations, Hospitality, Workplace Experience, Events, and Sustainability, touching upon key aspects that bring our culture to life.

Your mission is to consolidate ongoing Vibe projects, ensuring their successful execution by facilitating communication and coordination among key stakeholders and project owners. Collaborating closely with various teams, you'll drive projects, events, and administrative tasks essential to maintaining the vibrancy of our culture at the Vienna Campus. While your focus will primarily be in Vienna, you'll also extend support to other European Vibe team members as needed and collaborate with colleagues globally.

At the moment, this role is focused on:

  • Supervise the development of a new flagship campus project in Vienna, maintaining close collaboration with the Sydney Vibe team. Additionally, you'll strategise and execute a comprehensive facilities package and programming overview for the new campus. Your role will involve establishing a cultural and campus strategy for Vienna in alignment with local leadership, driving initiatives identified in that strategy to enhance engagement, campus attendance, and cultural outcomes across the region.
  • Your responsibilities include supporting and guiding the Vibe team in Vienna, ensuring the seamless continuation of Canva's renowned services while infusing a local flavour unique to the team's location. Your overarching mission is to uphold the Canva experience as magical and inspiring, fostering the best workplace environment in Austria.
  • By stepping into this fixed-term role, you'll play a crucial part in maintaining the momentum of Vibe initiatives and preserving Canva's vibrant culture during the maternity leave period.

What you’ll do (responsibilities)

Drawing on your expertise in program and facilities management, workplace experience, communications, and relationship building, you'll collaborate cross-functionally to provide foundational support for our team with a global mindset. Given the temporary nature of this role as parental leave coverage, your contributions will be crucial in maintaining continuity and momentum within the Vienna Campus during this limited contract period.

Office Vibe & Events

  • Create, manage and facilitate inspiring events and social activations at our Campus
  • Manage and assist with bump in and out for all events
  • Ensure our local team is engaged and informed with effective Vibe communications.
  • Work with our Global Vibe Team to curate fun and engaging hybrid and remote friendly events.
  • Oversee Vienna budget for all Vibe programs, events and real estate.
  • Act as the primary point of contact between the central team and local stakeholders, including contractors, suppliers, and local authorities.

Office Projects

  • Project Coordinate the Office Renovation Project and:
    • Provide regular Updates and Reports to both the central team and the local project manager.
    • Prepare agendas and meeting minutes, ensuring all action items are tracked and followed up.
    • Clearly communicate the central team’s expectations, design preferences, and strategic goals to the local project manager.
    • Liaise with the central team for any additional resources or support needed.
    • Conduct regular site and quality checks.
    • Regularly update the Vienna team about the progress and the timeline.

Engagement, Culture & Office Facilities

  • Expand on existing cultural programs and policies that can provide the biggest impact on our employees and guests through hospitality, events and employee engagement.
  • Rally teams and ensure that they celebrate their milestones no matter how big or small.
  • Build relationships with stakeholders to best understand their respective businesses and use knowledge gleaned to enhance the employee experience.
  • Regularly assess workplace readiness and operations ensuring that Canva standards are maintained while incorporating appropriate aspects of local culture.
  • Support and guide your local Facilities Officer to implement and run processes in accordance with global policy and process.

What we're looking for

  • Exceptional verbal and written communication skills. Our mission is to live through our values to become a Celebration of Diversity, and to build an inclusive culture where everyone can bring their full selves to work
  • Demonstrate versatility in setting priorities, planning and organising tasks, ability to pivot quickly and be flexible to change
  • Experience in the area of space creation, e.g. having experience as a project manager/lead for office rejuvenation projects. You know how to make an office move a success both from a project management and cultural/employee engagement perspective (critical)
  • Attention to detail and ability to follow through with incoming tasks and jobs
  • A problem solver, willing to look at processes from outside the box and constantly looking for ways to innovate and streamline processes as we scale.
  • You have a hospitality and customer service mindset - with a desire to host, build relationships, create beautiful environments and experiences for your guests.
  • Strategic thinker who can plan for the future but with a practical here and now best result mindset.
  • Ability to manage senior stakeholders and their needs, advocating for the Vibe team and their expertise.
  • You are collaborative - This role involves working with numerous teams to provide support in different areas all across the offices and as such requires high levels of communication and the ability to work cohesively as a team.
  • Prioritisation comes naturally to you. You can see what needs to be done and weigh what is ultimately most important at that moment.

What's in it for you?

Achieving our crazy big goals motivates us to work hard - and we do - but you'll experience lots of moments of magic, connectivity and fun woven throughout life at Canva, too. We also offer a stack of benefits to set you up for every success in and outside of work.

Here's a taste of what's on offer:

  • Equity packages - we want our success to be yours too
  • Inclusive parental leave policy that supports all parents & carers
  • An annual Vibe & Thrive allowance to support your wellbeing, social connection, office setup & more
  • Flexible leave options that empower you to be a force for good, take time to recharge and supports you personally

Check out lifeatcanva.com for more info.

Other stuff to know

We make hiring decisions based on your experience, skills and passion, as well as how you can enhance Canva and our culture. When you apply, please tell us the pronouns you use and any reasonable adjustments you may need during the interview process.

Please note that interviews are conducted virtually.