Executive Administrative Coordinator

3 weeks ago

Hatfield, Hertfordshire, United Kingdom Ocado Group Full time
Join Ocado Group as an Executive Administrative Coordinator

Location: Hybrid, with a minimum of 2 days at our Head Office

Ocado Group is a leader in the online grocery sector, renowned for its commitment to innovation and excellence. We are looking for a proactive and detail-oriented Executive Administrative Coordinator to support our Senior Leadership Team (SLT) and the broader Logistics Division.

As an Executive Administrative Coordinator, you will be instrumental in facilitating the operations of our Senior Leadership Team and ensuring the efficiency of our administrative processes. Your responsibilities will encompass a variety of general administrative tasks alongside specialized duties that demand discretion, efficiency, and exceptional organizational capabilities.

Your primary responsibilities will include:
  • Delivering comprehensive administrative assistance, including managing executive calendars, scheduling meeting spaces, and reconciling monthly expenses.
  • Arranging travel and accommodations, including international flights, hotel bookings, car rentals, train tickets, and taxis, while maintaining a precise record of all travel requests.
  • Processing expense claims for Senior Leadership Members and ensuring prompt invoice management.
Additionally, you will:
  • Prepare for Senior Leader meetings: Organize room reservations, guest invitations, live streaming, Q&A sessions, and catering services.
  • Oversee meeting rooms and communication channels: Manage the maintenance and effective utilization of meeting spaces, email distribution lists, and Logistics communication channels, collaborating with the Comms & Engagement team for audits.
  • Coordinate and support meetings: Manage multiple senior calendars, room bookings, guest invitations, live streaming, scripts, Q&A sessions, and catering to optimize the use of senior leader time.
  • Conduct strategic reviews of executive calendars and suggest enhancements: Evaluate meetings, attendance, and director activities, providing recommendations for improved time management.
  • Assist with events: Help set up, support, and moderate SliDo for department-specific Town Halls and live streams.
  • Facilitate onboarding and liaise with stakeholders: Welcome visitors, communicate with clients, suppliers, and employees, and assist in onboarding new senior team members.
Essential Skills and Experience:
  • Demonstrated experience as a Personal Assistant, Team Assistant, or Team Coordinator to Senior Management in a fast-paced environment requiring tact, judgment, and discretion.
  • Outstanding communication skills, both written and verbal, with the ability to positively resolve complex administrative challenges.
  • Strong organizational abilities, adept at managing multiple calendars, sensitive information, and coordinating intricate travel and accommodation arrangements.
  • Experience in supporting senior meetings, including minute-taking, recording sessions, or generally facilitating discussions.
  • Proficient in IT and familiar with cloud-based tools such as Google Apps (Gmail, Calendar, Drive, Docs), SliDo, etc.
  • Exhibit an approachable, flexible, engaged, and attentive demeanor.
Why Join Us?
  • Become part of a forward-thinking, innovative organization that values its workforce.
  • Opportunity to collaborate with a supportive and dynamic team.
  • Hybrid working model with a minimum of 3 days per week in our Head Office.
We are committed to fostering a professional environment where your contributions are recognized and valued.

What we offer you:

Our award-winning recognition program celebrates your contributions. Your well-being is at the heart of our offerings:

Flexible Work: Enjoy 30 days of 'work from anywhere' policy for a balanced lifestyle.

Wellbeing Support: Access dedicated applications and an Employee Assistance Programme for holistic well-being.

Generous Leave: Start with 25 days, increasing to 27 after 5 years, with an option to purchase additional days.

Pension Plan: Secure your future with our pension scheme, featuring up to 7% employer contribution matching.

Private Medical Cover: Enjoy peace of mind with comprehensive private medical insurance.

Family-Friendly: We support your family with maternity, adoption, shared parental leave, and paternity leave.

Financial Aid: Access interest-free train tickets and participate in our Cycle to Work Scheme.

Shuttle Services: Convenient free shuttle buses connect you to work.

Share Schemes: Join exciting share plans to participate in our success.

Shopping Perks: Enjoy a 15% discount and savings at popular retailers and restaurants.

Financial Protection: We offer Income Protection and Life Assurance for financial security.

We are dedicated to your well-being, both professionally and personally. Unlock these exceptional benefits at Ocado Group. Explore our employee-funded options, including Dental Insurance, Travel Insurance, and more through our Benefits platform.

Join Us and Contribute to the Future of Logistics with Ocado Group

Ocado Group is an equal opportunities employer and strives 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.

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