Administration Administrator

Administration Assistant

Your Manager: Director of Blending and Inventory

Team: Blending & Inventory

Location: Kilmalid, Dumbarton

Be part of something big

We are Pernod Ricard, a leading company in the global wines and spirits industry with over 19,000 employees globally. We own 16 of the world’s top 100 Spirits Brands and hold one of the most prestigious and comprehensive brand portfolios in the industry with 240 premium brands available in over 160 countries, including: Absolut vodka, Ballantine’s, Chivas Regal, Royal Salute, and The Glenlivet Scotch whiskies, Jameson Irish whiskey, Martell cognac, Havana Club rum, Beefeater, Malfy and Monkey 47 gins, Malibu liqueur, Mumm and Perrier-Jouët champagnes as well Jacob’s Creek, Brancott Estate and Campo Viejo wines.

Here in the UK

In the UK, Pernod Ricard is made up of 4 businesses:

• Chivas Brothers, the largest brand company in the Group, responsible for the production and management of our award-winning Scotch whisky portfolio
• Pernod Ricard UK, which markets, sells and distributes our products in the UK market
• Pernod Ricard Global Travel Retail, the global and EMEA home of the group’s duty free, air travel and cruises business.
• The Absolut Group, the brand owner of our global white spirits portfolio, whose Gin brand unit and Business Acceleration team sit in London.

We are an organisation of 2,000 employees in the UK, headquartered in London, in a brand-new office designed with sustainability, ‘conviviality’ and collaboration in mind. We also have offices in Scotland and various distilleries and production sites across the UK from Plymouth to London to Speyside.

Your new team

This position sits in our Chivas Brothers business. At Chivas Brothers, our 1,600-strong team across 27 sites is committed to upholding the heritage of Scotch and ensuring its sustainable future, as well as opening it up to new audiences across the globe.

The scope of Operations stretches from Procurement through conversion (distillation and maturation) and manufacturing (or bottling) to all the downstream Supply Chain activities until the final product is delivered.  In addition, Operations play a very active role in Innovation, Talent Development and Operational Risk Management.

The Blending & Inventory team are responsible for the liquid quality of our large portfolio of blends and ensure we can meet our short- and long-term market demand by analysing our maturing spirit inventory over the short, medium, and long term. The team work with a large volume of data and use analytical skills to determine the most appropriate stock to use to fulfil demand whilst maintaining the integrity and quality of our large portfolio of blends.

Your unique contribution

The Admin Assistant will manage schedules, coordinate meetings, and assist in various projects related to the Blending & Inventory and Environmental Sustainability Teams.

You will have five main areas of responsibility:

1. Travel & Calendar Management - to maintain calendars, scheduled appointments, and coordinate meetings. You will also arrange domestic and some limited international travel itineries, including flights, accommodation, ground transportations and prepare detailed travel agendas and expense reports.

2. Communication & Information - to manage incoming and outcoming communication on behalf of the Director of Blending & Inventory and the Environmental & Sustainability Manager. You will handle sensitive and confidential information with utmost discretion.

3. Meetings & Project Support - to organise and schedule a range of meetings with a variety of stakeholders, prepare meeting agendas, collate supporting documents and ensure actions are completed and distribute minutes. You will assist the Director of Blending & Inventory and the Environmental & Sustainability Manager in the coordination aspects of their various projects, such as vatting instructions, corporate visits, and various campaigns.

4. People & health & Safety - to assist the Functional Senior Leadership Team in ensuring full engagement with employee campaigns such as the performance and talents cycles, mandatory training, engagements survey, etc. You will also be one of the Health and Safety champions for the Function.

5. Finance Support - to raise purchase orders and ensure all relevant invoices are processed within the required timescales. You will also assist with the relevant team spend against budget.

Who you will be working with

Internally, you’ll collaborate closely with the Blending & Inventory and Environmental Sustainability teams as well as the wider Production function.  You will also collaborate with other departments across the company including HR, Finance and Health & Safety.

Externally, you will work with suppliers and vendors to ensure delivery of services to the highest standard.

Your blend of talent

This position could be right for you if you:

• Have proven experience as an Executive Assistant, preferably in a busy and multi-faceted environment.
• Have excellent organisational and time management skilled with the ability to multi-task and prioritise effectively.
• Have strong written and verbal communication skills.
• Are a Task focused, self-starter with a flexible approach to meeting the demands of the role.
• Are proficient in using productivity and collaboration tools such as Microsoft 365 (Word, Excel, PowerPoint, MS Teams, SharePoint, Outlook etc).

Our mix of benefits

For your health, we offer private medical insurance, income protection and a comprehensive Employee Assistance Programme.

Our lifestyle benefits include 25 days’ annual holiday (increasing with length of service up to 27) plus public holidays, your employee pension, share incentive plan, share ownership plan, life assurance and more!

You can access lots of gifts & discounts, including an allowance each year to spend on our brands in our staff shop, our reward & recognition scheme and employee discounts from a range of high street retailers.

We have employee-run networks, a culture of flexibility and trust and a variety of tools and resources to help you focus on your wellbeing and mental fitness.

Conviviality: the Pernod Ricard Way

We have our own way of doing things. We call it conviviality! It’s our way of being, and something unique you feel and experience when working for Pernod Ricard.

We’re committed to conviviality, and with this, you’ll be Proud to Belong to our Pernod Ricard family. You’ll be Empowered to Perform, supported to succeed, and acknowledged for the value you bring.

We combine all this with our Commitment to Care: we are unlocking the magic of human connection to transform our industry and make a positive impact on the world though our strong focus on sustainability and responsibility.

We’re committed to diversity and inclusion

People are at the heart of everything we do at Pernod Ricard and are the foundation of our collective spirit as ‘Créateurs de Convivialité’.

We promote diversity and inclusion throughout our business and supply chain. In our teams, we proactively foster a diverse work force and an inclusive culture – an environment where we can truly be ourselves.

We will assess your application for this role based on your skills, experiences and achievements, not your gender, age, ethnic or educational background or any other such factors. Please feel free to leave these off your CV and application form if you so wish.

Similarly, if you would like to discuss opportunities for flexible working or require accommodations or support to complete our application process, please let us know.

Responsible drinking

As ‘Créateurs de convivialité’, we want to turn social interactions into genuine and friendly experiences of sharing and wellbeing.

In our culture, we want to create diverse teams in which our differences contribute to our success. Therefore, all are welcome at Pernod Ricard, regardless of your religious beliefs or personal choices on the consumption of alcohol.

In our business, we work together with industry members, civil society, governments, local authorities and UN bodies to promote responsible drinking.

Closing Date for Applications:

 21st May 2024