Please Note: The deadline for applying is 23.59 the day before the job posting end date.
JOB TITLE Executive Assistant to General Counsel Corporate and Deputy Group Secretary and Chief Employment Counsel
LOCATION 100VE
WORK-LEVEL 1X
JOB PURPOSE
In this role you will provide pro-active and high-level business support to members of the Legal Leadership Team and Unilever Board. In this busy and demanding environment, a top-level service is at all times. This role requires an assistant who is a self-starter with attention to detail, who can interact regularly with a network of senior and international stakeholders, both inside the business and externally. To succeed in this role the individual is likely to need to be visible and present in the office.
You must be capable of managing your time flexibly and effectively, juggling day-to-day tasks as well as proactively spotting opportunities to add value to the business. We are looking for an Executive Assistant with significant previous experience, who dedicates time to their own development, and specifically wants to challenge themselves, making an even bigger impact across the function you are supporting.
RESPONSIBILITIES
General
Providing full support to 2 leaders including diary, travel & meeting management across all time zones, , processing expenses, meeting agenda management, visitor, and event management.
Through proactive management, prioritise meetings according to business need and urgency.
Communicate and collaborate effectively with the team to anticipate and solve problems before they occur.
Organising international and local travel, including preparation of itineraries, visas, etc. together with management of out of office requirements. Connect with other participants proactively so visits can be orchestrated efficiently.
Organising meetings & workshops locally & abroad including booking meeting rooms, venue sourcing, defining the programme, arranging evening / team activities and logistics and ensuring technical set-up runs smoothly (Microsoft Teams, ZOOM, etc).
Set up and manage highly confidential internal and external meetings.
Managing a global network of internal & external stakeholders, point of reference for local teams & external partners.
Maintaining email distribution lists and internal and external contacts databases.
Raising, tracking, and closing of Purchase Orders when needed, working with other internal teams and liaising with procurement & suppliers to ensure prompt payment.
Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.
Board
Liaise and respond to Unilever CEO/Board for any business-related request, including meetings and supporting material preparation.
Assist with developing Powerpoint presentations, documents and agendas for Board meetings.
Board meetings
In collaboration with Unilever travel team arrange travel and detailed itineraries for non-Executive Directors while on Unilever business.
Manage logistics arrangements and on the day support for Board meetings, including room bookings, hospitality, IT support, dinners.
Lead on-site management at each meeting/event, ensure all elements are delivered to the business need.
Strong budget management and control, continually challenging and negotiating to ensure best value for Unilever throughout project.
Act as the principal point of contact for Board members with respect to logistics while on Unilever business, ensuring clear and effective communication, while balancing Unilever policy and Directors requirements.
Logistics support for NEDs country visits.
Strong budget management and control, continually challenging and negotiating to ensure best value for Unilever.
Board expenses
Check submissions from NEDs are accurate, seek approvals, process and ensure prompt payment, balancing Unilever policy and Directors requirements.
ALL ABOUT YOU
Proven experience and track record of high performance as a Personal Assistant, ideally in a legal environment;
Experience working in a regional or global organisation across time zones
Critically, you must be well organized, able to prioritize tasks of high complexity and have the ability to build relationships with an international network and key stakeholders across different levels in- and outside of the organisation.
Initiative to think proactively how to support the leaders to be as efficient as possible in using their time.
Someone who is comfortable working both in a face-to-face and in a virtual environment and building collaboration with people from different cultures around the world.
Flexibility, a high degree of maturity, self-confidence, and enthusiasm with strong interpersonal skills.
Accuracy and speed.
Trustworthy nature, sensitivity, and discretion when exposed to confidential information.
Experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
Excellence in Microsoft applications including Outlook, Word, Excel, and PowerPoint, ability to use Legal Tracker and Coupa for budget management and ability to quickly acquire new IT skills to utilise key company software and systems including AI.
NOTES
Please apply via this portal as e-mail applications may not be processed and include your Future Fit Plan if possible.
By applying for this vacancy, you are confirming that you have made your Line Manager aware of your application and that you are at a point in your career with Unilever where it is appropriate for you to be applying for other positions.
Should you require additional information or reasonable adjustments to allow you to present your best self during this process, please contact your Talent Partner Emily Casey Emily.Casey@unilever.com
What we offer
Whilst the role is advertised on a full-time basis, we would be happy to discuss possible flexible working options and what this may look like for you. We strive to achieve a family-friendly and inclusive workplace and to, above all, create possibilities for all.
Diversity at Unilever is about inclusion, embracing differences, creating possibilities and growing together for better business performance. We embrace diversity in our workforce. This means giving full and fair consideration to all applicants and continuing development of all employees regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity. We are also more than happy to provide reasonable adjustments during our application and interview process to enable you to be present your best self. To find out more, including about our Employee Resource Groups, please click here Equity, Diversity & Inclusion (unilever.com).
Location
In June 2020 we announced our plan to consolidate a number of Unilever’s offices across the South East of England into a new Unilever campus in Kingston-upon-Thames in or around early 2025. However, on the 08 August 2024 we announced to our existing staff our proposal to retain our central Head Office in London, 100 Victoria Embankment (“100VE”) until our lease expires in 2027. As a result of this new proposal, we will be consulting with our existing staff, and new joiners who join during this period of consultation at 100VE, on the proposal made in August 2024. During consultation we will clarify the future location of each team and function. This means your role will either be based in 100VE until 2027 or in Kingston-Upon-Thames from early 2025. As we are yet to commence consultation on the proposal you agree, until such a time when consultation has concluded, your normal place of work as set out in the enclosed Statement of Terms & Conditions will be 100VE. You agree that on the conclusion of the consultation your place of work will be 100VE or 100VE until early 2025 and then Kingston-upon-Thames ("the locations") and you will be notified of which of the locations will be your place of work after that consultation ends.
Relocation to the UK
Please be aware if you are applying for this role from outside the UK, if successful, your application will be treated as a self-initiated Change Location Outside of Country (CLOC) transfer. This means any relocation costs must be self-funded with the potential to reclaim some specific pre-approved expenses up to £5,000. Please speak to your Talent Partner if you have any questions.