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SalaryBAT is evolving at pace - truly like no other organisation.
To achieve the ambition, we have set for ourselves, we are looking for colleagues who are ready to live our ethos every day. Come be a part of this journey!
BAT UK IS LOOKING FOR AN EXECUTIVE ASSISTANT
SENIORITY LEVEL: Entry level
FUNCTION: SR&D
LOCATION: Southampton
CONTRACT TYPE: Permanent
BENEFITS:
- UK yearly Incentive Bonus – competitive % based on business results and average annual salary
- Attractive Private Pension Plan - up to 15%, Private Medical cover, Doctor @hand-24/7 GP appointments, by video or by phone, 365 days a year, from anywhere in the world
- Share Reward Scheme (free shares and share saving scheme), Group Personal Accident Insurance, Life Assurance
- Flexible Benefits Scheme: Tax Return Assistance, Cycle To Work, Holiday Trading, Dental Insurance, Travel Insurance; Onsite Gym and Gyms Discounts-discounts at over 3,700 gyms, SPAs, pools, studios and outdoor fitness events across the UK; Season Ticket loans-Interest free loans for purchase of annual tickets for public transport
ROLE POSITIONING AND OBJECTIVES
What are the key objectives and expectations from this role?
Provide comprehensive administrative, organisational, and secretarial support within a high-volume multi-tasking environment. Activities will include interaction with various senior internal and external partners and the job holder will complete various planning, organising and coordinate activities.
What is the direct impact of this role on the team or organization?
Reports to
Group Head of Scientific and Regulatory Affairs
Number of Direct Reports
N/A
Core Relationships
- Internal: Functional Leadership Teams, Senior Managers & Managers, Peers
- External: Service providers, Consultants
Geographic Scope
N/A
Travel Required
N/A
WHAT YOU WILL BE ACCOUNTABLE FOR
- 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 supervise sophisticated 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 standard methodology.
- 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 partners, including external vendors – e.g. events companies, recruitment agencies, facilitators.
- Share key information/ideas/findings 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
WE ARE BAT
At BAT we are committed to our Purpose of creating A Better Tomorrow. This is what drives our people and our passion for innovation. See what is possible for you at BAT.
- Global Top Employer with 53,000 BAT people across more than 180 markets
- Brands sold in over 200 markets, made in 44 factories in 42 countries.
- Newly established Tech Hubs building world-class capabilities for innovation in 4 strategic locations.
- Diversity leader in the Financial Times and International Women’s Day Best Practice winner
- Seal Award winner – one of 50 most sustainable companies
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!
