Executive Assistant, non-mgmt.

BAT is evolving at pace into a global multi-category business. With products like VELO, VUSE and GLO we are on a mission to decrease the health impact of our industry 
To achieve our ambition, we are looking for colleagues who are ready to Be The Change. Come, join us on this journey!

JOB TITLE: Executive Administrator – Western Europe

FUNCTION: Western Europe

SUB FUNCTION: Exec & Corp Services

CITY & COUNTRY: Chiswick - London, UK

CONTRACT DURATION: 6 months

What are the key objectives and expectations from this role?

The role requires someone who can multi-task, is comfortable working in a reactive environment, has a strong attention to detail and excellent verbal and written communication skills. The candidate should demonstrate the ability to organise, prioritise their own workload and be adaptable.

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

• Proactively manages and maintains complex business calendar/s of required LT member/s
• Provide support to reporting teams and act as departmental gatekeeper for all general administration enquiries of said department/s
• Meetings, conference calls, telepresence set up – involving both internal and external stakeholders (experience of working within multiple time-zones, specifically Western Europe)
• Finalise complex travel arrangements: co-ordination of flights, international rail journeys, advance check ins, VISA applications, accommodation and ground transportation logistics whilst adhering the corporate travel policy. Able to manage a multitude of frequent changes at short notice and prepare detailed travel itineraries
• In accordance with company policy, processes expense claims via Coupa for required Directors and be focal point for any marketing-related expenses queries that require secretarial access (off-boarding expenses etc.).
• Management of internal distribution lists; ensuring that these are actively maintained and up to date
• Takes minutes, composes communications/ emails, prepares presentations to a high standard when required
• Pre-empt needs for meetings: e.g. ensuring travel, paperwork, attendee lists, reports, files, pre meets etc. are organised
• Co-ordination of events, both internal and external, including seminars, large conferences, dinners, networking evenings and corporate hospitality
• Purchase order creation and monthly tracking and coding of invoices using internal Coupa/ SAP systems
• Conducts Records Management activities in accordance with BAT UK Records Management Policy, and when requested by Legal/Security.
• Chiswick Office management to include but not limited to: Coordinating visitors, ordering catering for meetings/managers as required.
• Greets incoming VIP/external visitors to our office, complying with all Health and Safety requirements for visitors within the building.
• Plans own workload to anticipate and balance priorities to optimise output and contribute to the smooth running of the office.
• Be abreast of all office management duties so can cover others WE Executive Administrators during holidays, sickness etc.

EXPERIENCE, SKILLS, KNOWLEDGE

ESSENTIAL

• Minimum 3 years EA experience
• Proven secretarial skills at Director level
• Ability to multitask and prioritise tasks is essential
• Excellent proofreading skills and financial acumen
• Experience of working at a senior level; confident when communicating with people at all levels
• Ability to work on own initiative is essential
• Tact and discretion in dealing with a wide range of sensitive issues
• Experience in managing large scale/ bespoke events

Technical / Functional / Leadership Skills Required

• Excellent PC skills (Outlook, Word, Excel, PowerPoint). SAP/Coupa/Concur experience is desired

Education / Qualifications / Certifications Required

• BA/ BS Degree (desirable)

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.