Executive Assistant

BAT is evolving at pace into a global multi-category business. Our purpose is to create A Better Tomorrow™ by Building a Smokeless World. 
To achieve our ambition, we are looking for colleagues who are ready to join us on this journey! Tomorrow can’t wait, let’s shape it together!

BAT UKIS LOOKING FOR AN EXECUTIVE ASSISTANT

JOB TYPE: Permanent

FUNCTION:Operations

SALARY RANGE:Competitive salary package + excellent benefits + market leading bonus

LOCATION:London, United Kingdom

Role summary

What are the key objectives and expectations from this role?

Provide comprehensive administrative, interpersonal, and secretarial support within a high-volume, multi-tasking environment. This includes proactive calendar and travel management, meeting scheduling, and acting as a liaison between the Head of Procurement (HoP), Procurement Leadership Team (PLT) members, and other partners to facilitate effective communication and collaboration. The role anticipates and addresses administrative requirements, supports procurement processes (including PO placement, PCard management, etc), and ensures efficient document management in line with company policies. The Executive Assistant also drives internal communication, team engagement, and upholds the highest standards of confidentiality, professionalism, and adaptability.

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

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

Accountabilities

• Coordinate, maintain, and supervise sophisticated diary management for the Head of Functions.
• Support the Head of Functions and their leadership team member(s) as appropriate, including the PLT, by anticipating needs and proactively addressing administrative requirements.
• Coordination of conferences and team meetings including sourcing venues; arranging travel, accommodation, and visit itineraries; and ensuring that all arrangements run efficiently.
• Coordinate agenda and logistics for functional meetings.
• Effectively plan and handle sophisticated travel arrangements, workshops, and conferences, comprising all flights, itineraries/programmes, and liaison with global end markets and suppliers.
• Facilitate smooth travel arrangements for PLT members and overseas visitors, including support with visa applications.
• 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 accurately in accordance with company policy.
• Handle 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.
• 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 protocol.
• 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/roadshows 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 partners, including external vendors – e.g. events companies, recruitment agencies, facilitators.
• Provide full support to procurement service/goods requisitions through timely PO placement in Coupa, PCard management, and supplier screening (CRA) as appropriate.
• Collaborate with the procurement team and partners (including finance) to expedite approvals and improve overall efficiency.
• Regularly review and update documentation related to PO placement, partner engagement, PCard, and supplier screening procedures.
• Improve internal communication within the procurement department by implementing strategies and tools to enhance information flow and collaboration.
• Promote a positive and engaging work culture by supporting team-building activities, collecting feedback, and proposing improvements.
• Acquires knowledge, comprehends, and adheres to company policies and procedures.

Experience, skills, knowledge

ESSENTIAL

Experience Required

• Shown 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.
• Dedicated 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.

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!

What we offer you?

• We offer a market leading annual performance bonus (subject to eligibility)
• Our range of benefits varies by country and includes diverse health plans, initiatives for work-life balance, transportation support, and a flexible holiday plan with additional incentives.
• Your journey with us isn't limited by boundaries; it's propelled by your aspirations. Join us at BAT and become a part of an environment that thrives on internal advancement, where your career progression isn't just a statement – it's a reality we're eager to build together. Seize the opportunity and own your development; your next chapter starts here.
• You'll have access to online learning platforms and personalized growth programs to nurture your leadership skills.
• We prioritise continuous improvement within a transformative environment, preparing for ongoing changes.

WHY JOIN BAT?
We’re one of the few companies named as a Global Top Employer by the Top Employers Institute – certified in offering excellent employee conditions.

At BAT, we champion collaboration, inclusion, and partnership as the bedrock of our values. We wish to foster an environment where every individual can thrive, irrespective of factors such as gender, sexual orientation, marital or civil partnership status, gender reassignment, race, religion or belief, colour, nationality, ethnic or national origin, disability, age, skills, experience, education, socio-economic and professional background, as well as diverse perspectives and thinking styles. We recognise that our strength lies in embracing talent from all walks of life, empowering us to develop our culture of inclusivity and better achieve our business objectives.

We view career breaks not as obstacles but as opportunities and encourage everyone, without hesitation, to apply. Through our Global Returners program, we provide support to professionals seeking to re-enter the workforce after an extended absence, be it for family care, parental leave, national service, sabbatical, or starting their own venture.
Come bring your difference and see what is possible for you at BAT. Learn more about our culture and our award winning employee experience here.

We take pride in being a Disability Confident Employer. If you need any reasonable adjustments or accommodations to be made during the recruitment process to support you performing at your best, please inform the recruitment partner who will be in touch should your profile be selected for the role you applied for. We are wholeheartedly committed to optimising your prospects of success by making suitable arrangements so that you may showcase your full potential.