Team Assistant

3 months ago

Hatfield, United Kingdom Ocado Group Full time

**_Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion or belief, age, or disability or union membership status._**

**About Us**

The Legal, Governance and Intellectual Property departments form part of the office of the Group General Counsel ("GGC"), led by Neill Abrams at Ocado Group.
We have a very broad and exciting remit, covering the entire global business, advising on commercial contracts, corporate transactions, data protection, real estate, employment, litigation, intellectual property, compliance and governance matters, to name a few Our team has a unique insight into and access across the business and to senior leadership.
Our purpose is to ensure the sustainable growth of Ocado Group. As our business has grown, the complexity and challenge of advising the business in new international locations, launching new product lines and managing increasingly complex business to business relationships means that we have had to grow our team to manage these challenges.

**About the role**
- Provide full, confidential administrative support to the GGC teams
- Manage proactively the diary of the SLT, for both internal and external meetings, including working with other Team Assistants and key stakeholders in the business across all business areas
- Proactively support the team with the organisation of day to day meetings and project specific, cross functional, meetings
- Facilitate domestic and international travel arrangements for team members where required, arranging travel, visas and accommodation
- Organisation and preparation for meetings which may include google slide presentations, live streaming functionality and the use of Slido and following up on any action points as a result of the meetings.
- Assisting with the onboarding of new GGC employees, including supporting managers with requesting equipment
- Support the team with use of tools, such as Box, Plexus Gateway, Brightflag, Workday & Google Suite
- Managing the payment and tracking of invoices, where required
- Practical support as and when required which includes filing, binding, printing, ordering stationery, ordering refreshments, booking couriers and taxis, dealing with tech issues etc.
- Supporting the GGC Functional Support Manager with events such as Town Halls, Business Update's, Live Streams, Away days and Social events; assist with booking meeting rooms, setting up diary invites & live streams where necessary, hospitality and liaise with technology team as required
- Responsible for managing the GGC Team distribution groups and Slack channels and auditing these quarterly
- Creating purchase orders and liaising with Finance
- Order stationery for the GGC Team when required / requests come in for those remote workers
- Organising and attending meetings to take minutes, help facilitate and ensuring the managers/ the Leadership Team are well prepared for meetings;
- Meeting and greeting visitors at all levels of seniority, as well as liaising with clients, suppliers and other employees.

**About you**
- Previous experience of diary management and organising meetings with either Outlook or Google Suite
- "Tech savvy" and finding new and efficient ways to do things.
- Highly organised and a master in time management.
- You will have proven experience of working within a fast paced business where prioritisation is essential
- Flexible and adaptable approach to work, to juggle a range of different tasks and acknowledge that the important nature of the role may require flexible working hours.
- A self starter and proactive
- Be able to communicate confidently with individuals of all levels, including Senior Managers, Heads of Department and Directors
- You will be confident in arranging travel plans & hotel bookings

**Desirable skills**
- Previous experience in an in-house legal/IP/corporate department.
- Demonstrated experience or interest in legal/IP team ways of working.
- Document management skills.

**What we offer you**

Our employee benefits are designed for you, we care about people and we've ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.
30 days 'working from anywhere in the world' policy
Wellbeing support through dedicated apps and an Employee Assistance Programme
25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
Pension scheme (various options available including employer contribution matching up to 7%)
Generous Private Medical Insurance (within the first month of joining)
Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary)
22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requ

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