Job Title:  Executive Assistant

Job Number:  15322


British American Tobacco (www.bat.com) is a market leading, global organisation with a long, established history and a bright and dynamic future. Thanks to our people we have continued to deliver growth and exceed expectations in an increasingly complex and challenging marketplace.
 
Our aim is to become the leading tobacco company in each of our markets by providing excellent products with confidence and responsibility expected of global consumer brands.

JOB TITLE:                   Executive Assistant               

REPORTS TO:              Operations Director

FUNCTION:                 Operations

LOCATION:                 Head Office - Islamabad

 

 

PURPOSE STATEMENT:

Provide Secretarial Assistance to Operations Director and complete administrative / organizational support service to the Operations Director and Ops LT.

 

Directly reports to Operations Director with dotted line reporting to HO based Operations LT members.

 

 

PRINCIPAL ACCOUNTABILITIES:

 

1.                  Manage Operations Director calendar for scheduling meetings / appointments, in timely manners.

 

2.                  Provide both organizational and administrative support to the Director and Operations team using initiative and proactivity.

 

3.                  Plan and manage travel arrangements, comprising all flights, itineraries / program and hotel arrangements and liaison with relevant internal/external stakeholders.

 

4.                  Support in travel arrangement, i.e. visa documentation, travel clearance, hotel booking, meetings booking etc.

 

5.                  Manage travel security clearance and arrange assistance (where required), e.g. protocol and meet / greet assistance etc.

 

6.                  Prepare claims in timely manners for local & international travel.

 

7.                  Ensure Director is adequately prepared for each meeting/ event/ trip on a regular basis.

 

8.                  Screening and filtering of correspondence (e.g. distribution of mail/ phone bills, faxes to entire operations based at Head Office) and also screening the Operations Director incoming calls and taking messages to ensure optimum use of time whilst maintaining positive relationships with both internal & external stakeholders.

 

9.                  Priorities and process all queries and correspondence, follow-up and respond on behalf of Operations Director (based on assigned).

 

10.              Provide confidential administrative/secretarial services covering highly sensitive work.

 

11.              Raising shopping carts/ POs in SRM for the Head Office Operations team.

 

12.              Organize official / personal get togethers, meetings, and conferences for Operations Director and Ops LT.

 

13.              Manage stationery arrangements for Head Office based Ops team.

 

14.              Organize back-up secretarial support, when required. Make sure that all documents are filed as per BAT policy.

 

15.              Organize/ manage arrangements for all celebrations and other events for Head Office based Ops team.

 

16.              Records Management coordinator for Operations

 

17.              Responsible for disposal of Operations Director Office confidential record.

 

18.              Responsible for Induction plans of new joiners (With collaboration with HR Business Partners).

 

19.               

 

 

 

ADDITIONAL INFORMATION

 

Context / Environment

 

The job holder works in a high profile environment where flexibility is automatically expected. The job holder is expected to priorities the work using own initiative and judgment with minimum direction.

 

The job holder will liaise with all functions including BAT Regional office, OPCO’s in the region / SAC at all levels, where & when required.

 

 

Knowledge, Skills & Experience

This challenging position requires an individual with significant secretarial experience at a senior level preferably.

In addition, the following skills are required:

Cultural adaptability & agile learner

Ability to organize, priorities workload and demonstrate adaptability

First class organizational and administrative ability.

Excellent secretarial skills.

Excellent computer literacy.

Excellent inter-personal skills – both verbal and written.

Decision making skills.

Sensitivity to diverse cultures.

Sufficient appreciation of the business to recognize and understand priorities.

Team building ability – as part of the Directors Secretaries’ team.

 

 

Key Success Factors

 

Operations Director and entire his team can rely on her/his administration and events being run smoothly.

 

Director is confident that requests are met in an efficient and timely manner.

 

Working Relationships

 

ExCo

Ops LT

ELTs

Operations team

Security / IT / HR / MLT / FLT

Vendors

Professional bodies and organizations

Travel agency, airlines, Hotels etc.

 

Additional comments

Personal qualities required:

Confidence, Commitment, Patience, Initiative / Proactive, “Can do attitude”

 

Additional Responsibilities:

Any additional task assigned by line manager.

 

If you have the talent and motivation to help us succeed you’ll find we are equally committed to helping you reach your full potential too.


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