Executive 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 is a fantastic opportunity for an Executive Assistant to join Ocado Group. You will play a key role behind critical projects, blending administrative work with project coordination to drive our initiatives forward.

In this role, you will go beyond simple scheduling. You'll manage complex calendars, manage high-stakes meetings, and coordinate international travel to keep our most important work on track. As the Executive Assistant, you will be the central point for communication, building and maintaining relationships with key stakeholders and Partners. Your ability to connect and influence will be a huge asset. 

From internal team summits to large-scale public livestreams and events, you will take the lead in organising and executing events that showcase our work and expand our reach.

This is a dynamic position for someone who wants to learn the inner workings of a fast-paced organisation and build the skills needed to lead their own projects in the future.

Responsibilities

• Providing high quality, comprehensive and proactive administrative support to our Senior Leaders, including complex diary and schedule management, arranging internal and external meetings, making meeting room and hospitality arrangements and where required, supporting the Senior Leadership with preparation for meetings.
• Facilitating domestic and international travel arrangements, including booking travel, accommodation, car hire, coordinating visas where required, creating itineraries and arranging meetings. This may require handling changing plans and priorities.
• Relationship management, including acting as a point of contact and liaison with internal stakeholders and Partners / Clients across multiple geographies and time zones, developing positive and collaborative relationships. Also maintaining a high level of communication with Executive and Board members.
• Coordination and preparation of materials for key meetings and forums, which may include agendas, documents and slides. 
• Planning, coordinating and supporting engagement activities with the team, such as Senior Leadership Team meetings, team events, workshops and team sessions, including managing logistics, venue booking, managing invites and coordinating materials.
• Supporting team communications, including drafting emails, Slack posts and preparing slide decks for team meetings, updates and events. Support town halls and livestreams with invite management, Q&A moderation (e.g on Slido), comms distribution, organisation of content and creating material. 
• Managing expenses, credit cards, purchase orders and holiday bookings.
• Collaborating with EA’s/PA’s across Technology Solutions and Ocado Group. Build strong cross-divisional relationships with key stakeholders.
• Multitasking with precision, juggling multiple priorities, balancing conflicting demands whilst ensuring the best possible outcomes for all parties involved. 
• Managing last minute schedule changes and resolving issues with minimal disruption
• Managing confidential information with discretion.
• Consistently embody Ocado’s values, contributing in a professional and collaborative manner with all responsibilities

About you

• Previous experience as an Executive Assistant, Personal Assistant or Team Assistant to Senior Management within a fast paced environment, requiring initiative, proactivity, tact and judgement.
• Excellent communication skills, both written and verbal, and ability to communicate effectively at all levels
• Excellent time management and organisation skills, with ability to manage multiple diaries, organise meetings, organise complex travel arrangements, manage competing priorities and last minute requests
• Ability to create documents and slide presentations to create clear, well-structured decks for team updates, meetings and events
• High attention to detail, able to deal with data and numbers
• Experienced with Google Suite, including Gmail, Drive, Calendar, Docs, Slides etc.
• Self driven and proactive - ability to solve problems with positive outcomes, with minimal direction
• A flexible, resilient and adaptable approach to work, able to juggle a range of different responsibilities, stay attentive and engaged.
• Operate with discretion, maintaining confidentially at all times
• Collaborative, team player
• Acknowledge that the important nature of the role may require flexible working hours.

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!)