Administrative Assistant

6 days ago

Hatfield, United Kingdom Ocado Group Full time

**Administrative Assistant (Ocado Solutions)**

**This is a Hybrid role with 2 days a week in our amazing Hatfield HQ & 3 days remote WFH**

We are a Tech business and our Ocado Smart Platform (OSP) is an end-to-end online retail platform combining micro-service based software with modular and scalable hardware. It brings together innovative technologies such as our highly automated warehouses, we call them Customer Fulfilment Centres (CFCs), with market leading software such as our highly efficient routing engines or our highly optimized supply chain & forecasting systems and we are developing these solutions and growing our partnerships around the world

**Job Summary**

The main aim of this role is to provide administrative support to the Team Assistant and the Solutions Commercial Team. The role is to provide effective and responsive administrative support, with a large focus on management of diaries, travel bookings and administering expenses. This role is responsible for administration of a team of c30 and is the main point of contact for all enquiries in the absence of the Team Assistant, Chief Commercial Officer and/or Commercial Leadership team

**Accountabilities**
- Provide full, confidential administrative support to the Chief Commercial Officer (CCO), the Commercial Leadership Team (LT) and wider Solutions Commercial team.
- Act as point of contact for the CCO in their absence for all enquiries.
- Extensive diary management and supporting the senior team members: including arranging meetings with internal or external clients; book meeting rooms and organise catering.
- Support the TA in assisting Commercial LT with the preparation and distribution of Board and other weekly or monthly business reports using G-Suite (Slides, Sheets and Docs) as required.
- Organisation and preparation for Commercial LT meetings which may include presentations and supporting on the follow up on any action points as a result of the meetings.
- Take ownership and support the processing of purchase orders and invoicing for the Solutions Commercial team, as well as owning processing expenses.
- Effectively managing relationships through liaison with senior clients and their assistants across multiple geographies, time zones and cultures, developing positive, lasting and collaborative relationships.
- Support on the organisation of Team Away days, Team business briefings, Client meetings/dinners, CFC Tours, Spoke visits, Buddy routes, Conferences, social, training and other events for the Commercial team.
- Carry out general administrative duties for the Commercial Team, which may include: opening post, ordering of stationery and business cards; coordination of holiday; organising induction plans for new starters, booking hire cars and documentation management.
- Consistently demonstrate the core Ocado values, contributing to the business in a helpful, polite and professional manner and undertaking any assigned task

**Skills, Experience & Qualifications**
- Previous experience in an administrative team based role within a fast paced, complex and evolving environment
- Experienced in Google Suite/Microsoft Office skills;
- Experience of managing multiple diaries;
- Good written and verbal communication skills;
- Highly organised and a master in time management;
- Ability to communicate effectively at all employee levels (including upwards and with external corporate customers) using a variety of media.
- Flexible and adaptable approach to work, to juggle a range of different tasks and acknowledge that the important nature of the role may require flexibility in working hours;
- Operate with discretion and will maintain confidentiality at all times
- Accurate, organised and detailed oriented
- Strong communicator (both written and verbal)
- Master of time management with a professional attitude
- Possess tact and discretion and maintains the highest level of confidentiality
- Collaborative team player with good problem solving abilities

**Benefits**

**_
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, age, disability or union membership status._**

**For more reasons to apply, please visit**:Working at Ocado Group, Diversity & Inclusion at Ocado Group, Core Pillars

**About Ocado Group...**

When our journey started, we were all about changing the way people shop for groceries. 20 years later, we're a FTSE 100 business developing our own ground breaking technology, opening multiple sites at an accelerating rate and engaging in exciting new business partnerships around the world

Transforming an industry means also transforming the way we do business. As we continually develop new technologies and customer propositions, we're looking for the brightest talents to lead us into the next stage of our

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