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Personal Assistant/Team Coordinator

2 months ago

Hatfield, Hertfordshire, United Kingdom Ocado Group Full time
About the Role

We are seeking a highly organized and detail-oriented Personal Assistant/Team Coordinator to join our Legal and Business Integrity team at Ocado Group. This is a fantastic opportunity to work in a fast-paced environment and support the Governance, Risk, Compliance, and Sustainability leaders.

Key Responsibilities
  • Provide confidential administrative support to the LBI teams, including Governance, Risk, Compliance, and Sustainability.
  • Manage the diaries of senior leaders, coordinating internal and external meetings, and working with other team members and stakeholders.
  • Support the team with organizing meetings, project-specific meetings, and cross-functional meetings.
  • Arrange domestic and international travel, including visas and accommodation, as required.
  • Prepare for meetings, including creating presentations, setting up live streaming, and following up on action points.
  • Assist with the onboarding of new LBI employees, including supporting managers with equipment requests.
  • Support the team with the use of tools, such as Box, Plexus Gateway, Brightflag, Workday, and Google Suite.
  • Manage payments and track invoices, as required.
  • Provide practical support, including filing, binding, printing, ordering stationery, and dealing with technical issues.
  • Support the LBI Functional Support Manager with events, such as Town Halls, Business Updates, Live Streams, Away Days, and Social Events.
  • Manage LBI team distribution groups and Slack channels, auditing them quarterly.
  • Create purchase orders and liaise with Finance.
  • Organize and attend meetings, taking minutes, facilitating, and ensuring senior leaders are prepared.
  • Meet and greet visitors, liaise with clients, suppliers, and employees.
About You
  • Previous experience in diary management and organizing meetings using Outlook or Google Suite.
  • Highly organized and skilled in time management.
  • Proven experience working in a fast-paced business, prioritizing tasks, and adapting to changing circumstances.
  • Flexible and adaptable approach to work, with the ability to juggle multiple tasks and work flexible hours.
  • Excellent communication skills, able to interact confidently with senior leaders, managers, and directors.
Desirable Skills
  • Previous experience in an in-house Governance, Risk, Compliance department or Corporate department.
  • Demonstrated experience or interest in Governance teams' ways of working.
  • Document management skills.