Executive Assistant

BAT UK IS LOOKING FOR AN EXECUTIVE ASSISTANT

• Support the Group Head(s) of Functions with the creation of presentations / reports / documentation for senior leadership meetings and other functional leadership teams.
• Organise, maintain, and monitor complex diary management for the Group Head(s) of Functions.
• Coordination of conferences and seminars including sourcing venues; arranging travel, accommodation and visit itineraries; and ensuring that all arrangements run smoothly.
• Effectively plan and manage complex travel arrangements, workshops, conferences comprising all flights, itineraries/ programmes and liaison with global end markets and suppliers.
• Booking all travel and processing of visa applications where necessary.
• 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 for the Group Head(s) of Functions.
• Responsible for creating/receipting and reconciling all purchases via COUPA when required.
• Manage HR requirements for all new joiners, leavers and transfers including arranging IT equipment and access, allocating workspace, setting up induction plans, assisting with short term accommodation and work visas.
• Focus on continuous improvement of administrative responsibilities, improving the effectiveness and efficiency of current systems and processes in accordance with best practice.
• 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 suppliers – e.g. events companies, recruitment agencies, facilitators.
• Share key information/ideas/learnings with team members and colleagues.

ESSENTIAL EXPERIENCE, SKILLS AND KNOWLEDGE

Experience Required

• Demonstrable EA experience supporting senior managers, in an equivalent sized organization.

Technical / Functional / Leadership Skills Required

• Good influencing and interpersonal skills.
• Knowledge and understanding of Company policies and procedures.
• 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.
• Excellent secretarial skills.
• Excellent inter-personal skills and team working skills.
• Decision making skills.
• Ability to operate effectively in ambiguous environment and adaptability to changing priorities.
• Ability to build relationships and work with people at all levels within the organisation.
• Sufficient appreciation of the business to recognise and understand priorities.
• IT literate: excellent keyboard skills and advanced skills in current versions of Word, PowerPoint, Excel, Outlook.
• Self-motivation, organisation, and the ability to anticipate requirements, plan-ahead, and prioritise.

Education / Qualifications / Certifications Required

• Bachelor’s Degree with relevant professional qualification