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Personal Assistant

2 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 the role 12Months FTC

Exciting opportunity for a Personal Assistant/Team Assistant to become part of the Legal and Business Integrity team at Ocado covering all areas of support to the Governance, Risk, Compliance and Sustainability leaders. This role will offer you a chance to grow your skillset by working in a fast paced team whose purpose is to ensure the sustainable growth of Ocado.

We are looking for a highly organised individual with experience in a similar role in diary management, good IT skills and excellent communicator. You will be joining a highly regarded, collaborative and sociable team who are very passionate about what they do.

This role is offered as a 12 months FTC with a chance to become permanent for the right candidate in due course. Ocado offers a good range of benefits and offers good progression opportunities.

Responsibilities
  • Provide full, confidential administrative support to the LBI teams, specifically Governance, Risk, Compliance and Sustainability
  • 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 LBI 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 LBI 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 LBI Team distribution groups and Slack channels and auditing these quarterly.
  • Creating purchase orders and liaising with Finance
  • 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
  • Be able to communicate confidently with individuals of all levels, including Senior Managers, Heads of Department 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.
About Us

The Legal and Business Integrity department 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.

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 requirements complete)
Train Ticket loan (interest-free)
Cycle to Work Scheme
Free shuttle bus to and from Hatfield Train Station to the Hatfield offices
Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
Opportunity to participate in Sharesave and Buy as You Earn share schemes
15% discount on Ocado.com and free delivery for all employees (within the first month of joining)

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