Personal Assistant

This posting is for hourly paid logistics employees to apply through.

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

This role is a critical support function within the Investor Relations and Communications team. The primary objective is to provide high-level, comprehensive support to the Director of Capital Markets & FP&A, as well as to the CEO, CFO, Chairman, and the Board on all matters related to Investor Relations. In addition, the role includes time-sensitive executive assistance to members of the C-Suite and close collaboration with the Head of Global Communications and the external communications team. You will provide high-level, efficient administrative and logistical assistance. This encompasses managing calendars, coordinating travel arrangements, maintaining the CRM database, processing expenses, and fostering strong relationships with stakeholders and shareholders. 

Additionally, the role involves organising key events such as FY & HY Results presentations, C-Suite roadshows, investor conferences and CFC tours, while also handling general inquiries within the investor relations inbox.

Responsibilities

• Provide comprehensive, proactive and confidential administrative support including high level coordination. 
• Oversee numerous moving parts that often affect the CEO and CFO, from meeting agendas to travel arrangements and shareholder communications.
• Assist in the coordination of public relations efforts, in organising press releases, media briefings and communication for external audiences, especially for the CEO and CFO to communicate with such audiences including press. Working closely with our PR Firm.
• Act as a point of contact between executives, the board and external parties such as media, clients, shareholders and partners.
• Keep track of important dates for press releases, public events, conferences and media appearances especially when the C-suite is involved.
• Provide support during peak times by helping the external communications team and ensuring the c-suite is prepared for media interactions with regard to their diaries.
• Ensuring that all C-Suite and Investor Relations communications are managed effectively and efficiently, being on hand for any technical issues always with a contingency plan ready to go.
• Juggle multiple priorities at once, balancing conflicting demands whilst ensuring the best possible outcomes for all parties involved.
• Oversee travel logistics, handling often time-sensitive and intricate travel arrangements including booking flights, accommodation and creating detailed itineraries across multiple locations. This also includes coordinating visa applications when required, ensuring timely processing.
• You will need to be prepared for often, urgent last minute schedule changes for not just the director but the c-suite too, your ability to resolve issues with minimal disruption will be paramount.
• When arranging the Full Year and Half Year Results Presentation, the role involves overseeing a comprehensive range of logistical responsibilities to ensure these high profile events run seamlessly.
• Coordination of results rehearsals with and without brokers and including members of the Board, sign off calls, wallcross calls, organising the investor roadshows following results, working closely with the CEO, CFO, Chairman, their assistants and relevant brokers.
• Manage the scheduling and logistics for conferences attended by the Investor Relations team, including the coordination of meetings and travel arrangements as necessary.
• Prepare event materials such as presentation booklets, agendas, and handouts, ensuring all documentation is ready for key meetings and events.
• You will be expected to manage confidential information with discretion.
• Organise and prepare for meetings, including creating presentations and assisting with follow up actions based on meeting outcomes.
• Managing purchase orders and expenses efficiently.
• Collect and provide feedback from Shareholders and Investors when required. 

About you

• Previous experience in an administrative team based role within a fast paced, complex and evolving environment.
• Self motivated - ability to manage priorities and solve problems with minimal direction.
• Experienced in Google Suite/Microsoft Office skills;
• 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
• Operate with discretion - maintaining confidentiality at all times.

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!)