Job Title:  Executive Assistant

Job Number:  23440

Country: United Kingdom
Location:
Southampton
Function: Operations
Level: Non-management
Appointment Type: Permanent

 

Purpose Statement

 

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 execute various planning, organising and coordinate activities.

 

Key Accountabilities

 

  • Support the Head(s) of Functions and their leadership team member(s) including the creation of presentations / reports / documentation for senior leadership meetings and other functional leadership teams.
  • Organise, maintain and monitor complex diary management for the Head(s) of Functions and their leadership team member(s).
  • Coordination of conferences and seminars 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 manage 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.
  • Manage 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 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.

 

 

Contextual Information

 

Context

 

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

 

Knowledge, Skills and Experience

 

  • 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. Good user knowledge of SRM.
  • Self-motivation, organization and the ability to anticipate requirements, plan ahead and priorities.

 

 

 

British American Tobacco is one of the world’s leading multinational companies, with brands sold in over 200 markets, made in 44 factories in 42 countries.

We are proud that we are consistently among the top 5 companies on the London Stock Exchange.

Our portfolio includes our world-famous Global Drive Brands – Dunhill, Kent, Lucky Strike, Pall Mall and Rothmans – along with many other leading international brands, such as Vogue, Peter Stuyvesant and State Express 555.

Alongside our traditional tobacco business, we are also developing products that offer consumers potentially less risky alternatives to regular cigarettes. Our Next Generation Products are already leading the way in the Industry of vapour and tobacco heating devices. We continue to develop a solid portfolio of consumer solutions which already include well known global brands like Vype, glo and Voke.

Contractual Legal Entity: BAT (Investments) Limited (GBIN)


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