Executive Assistant

Executive Assistant

(Maternity Cover Secondment)

Your Manager: HR Director

Team: HR

Location: Dumbarton - we operate a hybrid working approach

Be part of something big

We are Pernod Ricard, a leading company in the global wines and spirits industry with over 19,000 employees globally. We own 16 of the world’s top 100 Spirits Brands and hold one of the most prestigious and comprehensive brand portfolios in the industry with 240 premium brands available in over 160 countries, including: Absolut vodka, Ballantine’s, Chivas Regal, Royal Salute, and The Glenlivet Scotch whiskies, Jameson Irish whiskey, Martell cognac, Havana Club rum, Beefeater, Malfy and Monkey 47 gins, Malibu liqueur, Mumm and Perrier-Jouët champagnes as well Jacob’s Creek, Brancott Estate and Campo Viejo wines.

Here in the UK

In the UK, Pernod Ricard is made up of 4 businesses:

- Chivas Brothers, the largest brand company in the Group, responsible for the production and management of our award-winning Scotch whisky portfolio
- Pernod Ricard UK, which markets, sells and distributes our products in the UK market
- Pernod Ricard Global Travel Retail, the global and EMEA home of the group’s duty free, air travel and cruises business.
- The Absolut Group, the brand owner of our global white spirits portfolio, whose Gin brand unit and Business Acceleration team sit in London.

We are an organisation of 2,000 employees in the UK, headquartered in London, in a brand-new office designed with sustainability, ‘conviviality’ and collaboration in mind. We also have offices in Scotland and various distilleries and production sites across the UK from Plymouth to London to Speyside.

Your new team

This position sits in our Chivas Brothers business. At Chivas Brothers, our 1,600-strong team across 27 sites is committed to upholding the heritage of Scotch and ensuring its sustainable future, as well as opening it up to new audiences across the globe.

The scope of Operations stretches from Procurement through conversion (distillation and maturation) and manufacturing (or bottling) to all the downstream Supply Chain activities until the final product is delivered. In addition, Operations play a very active role in Innovation, Talent Development and Operational Risk Management.

The HR team at Chivas Brothers are focused on providing an employee centric approach and supporting our people managers and teammates.

Your unique contribution

Your role will involve managing schedules, coordinating meetings, handling confidential information, and assisting in various HR-related projects.

You will have four main areas of responsibility:
1.Travel & Calendar Management - to maintain calendars, scheduled appointments, and coordinate meetings. You will also arrange domestic and some limited international travel itineraries, including flights, accommodation, ground transportations and prepare detailed travel agendas and expense reports.

2.Communication & Information - to manage incoming and outgoing communication on behalf of the HR Director, and where appropriate, wider team communications. You will handle sensitive and confidential information with utmost discretion.

3.Meetings & Project Support - to organise and schedule a range of meetings with a variety of stakeholders, prepare meeting agendas, collate supporting documents and ensure actions are completed and distribute minutes. You will also assist the HR Director in the coordination aspects of various HR projects, such as employee onboarding and offboarding, performance management, talent acquisition, training and development initiatives, and policy implementation.

4.Reporting - Assist with the generation of various HR reports and HR-related analytics.

5.Finance Support - to raise purchase orders and ensure all HR related invoices are processed within the required timescales. You will also assist with the reporting of the HR spend against budget.

Who you’ll be working with

Internally, you will collaborate with the wider HR team as well as other teams across the organisation including Production, Manufacturing, Finance, IT and Legal.

Externally, you will collaborate with suppliers, and vendors to ensure delivery of services to the highest standard.

Your blend of talent

This position could be right for you if you:

- Have proven experience as an Executive Assistant, preferably in a human resources department or supporting HR leaders.
- Have excellent organisational and time management skills with the ability to multitask and prioritise effectively.
- Have strong written and verbal communication skills.
- Are proficient in using productivity and collaboration tools such as Microsoft 365 (Word, Excel, PowerPoint, MS Teams, SharePoint, Outlook etc).

Our mix of benefits

For your health, we offer private medical insurance, income protection and a comprehensive Employee Assistance Programme.

Our lifestyle benefits include 25 days’ annual holiday (increasing with length of service up to