Executive Assistant

BAT is evolving at pace - truly like no other organisation.

To achieve the ambition, we have set for ourselves, we are looking for colleagues who are ready to live our ethos every day. Come be a part of this journey!

BAT UK IS LOOKING FOR AN EXECUTIVE ASSISTANT

JOB TITLE: Executive Assistant/ Administrator

FUNCTION: Operations

SUB FUNCTION: New Categories R&D

CITY & COUNTRY: Globe House (London)

CONTRACT: Full-time, Permanent

ROLE POSITIONING AND OBJECTIVES

What are the key objectives and expectations from this role?

Provide comprehensive administrative, organisational and secretarial support within a high-volume multi-tasking environment. Activities will include interaction with various senior internal and external stakeholders and the job holder will complete various planning, organising and coordinate activities.

What is the direct impact of this role on the team or organization?

The job holder acts as an administrative liaison point for the interfaces, with employees at all levels as well as external stakeholders / consultants.

ACCOUNTABILITIES

• Organise, maintain and monitor complex diary management for the Head(s) of Functions and their leadership team member(s).
• Support the Head(s) of Functions and their leadership team member(s) as appropriate
• Coordination of conferences and team meetings including sourcing venues; arranging travel, accommodation and visit itineraries; and ensuring that all arrangements run smoothly.
• Organise agenda and logistics for functional meetings.
• Effectively plan and handle complex travel arrangements, workshops, conferences comprising all flights, itineraries/ programmes and liaison with global end markets and suppliers.
• Provide confidential administrative/secretarial services covering highly sensitive and confidential work.
• Records Coordinator for the functions, maintaining records and filing systems (paper and electronic) ensuring compliance with the Company Records Management policy.
• Processing of expenses claims ensuring they have been compiled correctly in accordance with Company policy.
• Lead HR requirements for all new joiners, leavers and transfers including: arranging IT equipment and access, allocating work space, setting up induction plans, assisting with short term accommodation and work visas.
• Ensure direct reports have performance objectives completed where necessary and save these in line with policy.
• Focus on continuous improvement of administrative responsibilities, improving the effectiveness and efficiency of current systems and processes in accordance with standard methodology.
• Actively drives and initiates own workload to effectively complement that of manager and team planning and raising tasks well ahead of time to ensure managers are adequately prepared for meetings/events/road shows and deadlines achieved.
• Continuously seek opportunities to understand and anticipate team needs to provide high quality support.
• Maintain strong working relationships with all functions / key stakeholders, including external vendors – e.g. events companies, recruitment agencies, facilitators.
• Learns, understands and follows Company policies and procedures.

EXPERIENCE, SKILLS, KNOWLEDGE

ESSENTIAL

Experience Required

• Proven administrative experience which could have been gained through different jobs; ideally having worked in a matrix organisation
• Possesses background in administrative support: has worked as executive assistant or in senior administrative roles.

Technical / Functional / Leadership Skills Required

• Exceptional organisation skills with the ability to anticipate requirements, prioritise their workload and that of managers (where appropriate) and set daily/weekly objectives and targets.
• Ability to operate effectively in ambiguous environment and adaptability to changing priorities.
• Self-driven and resilient
• Excellent inter-personal skills and collaborative approach.
• Learns, understands and follows Company policies and procedures.
• Decision making skills.
• IT literate: excellent keyboard skills and intermediate skills in current versions of Word, PowerPoint, Excel, Outlook; Good user knowledge of SRM.

WE ARE BAT

At BAT we are committed to our Purpose of creating A Better Tomorrow. This is what drives our people and our passion for innovation. See what is possible for you at BAT.

• Global Top Employer with 53,000 BAT people across more than 180 markets
• Brands sold in over 200 markets, made in 44 factories in 42 countries
• Newly established Tech Hubs building world-class capabilities for innovation in 4 strategic locations
• Diversity leader in the Financial Times and International Women’s Day Best Practice winner
• Seal Award winner – one of 50 most sustainable companies

BELONGING, ACHIEVING, TOGETHER

Collaboration, diversity, and teamwork underpin everything we do here at BAT. We know that collaborating with colleagues from different backgrounds is what makes us stronger and best prepared to meet our business goals. Come bring your difference!