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BAT UK&I IS LOOKING FOR AN EXECUTIVE ASSISTANT

FUNCTION: Exec & Corp Services

SUB FUNCTION: General Management

SALARY RANGE: Competitive salary package + excellent benefits

JOB TYPE: Permanent

CITY & COUNTRY: LONDON, UNITED KINGDOM

Do you want to be part of a great working culture and a 2022 UK Top Employer? Do you have excellent interpersonal skills and a proactive approach to work? Do you have experience offering support to employees at all levels?

If the answer to these questions is yes, then join one of the leading multinational companies in the world. We are looking for a Marketing Executive Assistant for the Western Europe Area Team. The incumbent will be responsible for providing comprehensive secretarial and administrative support to the Western Europe Marketing & Operations Directors and immediate teams. The position is based within the Chiswick Business Park, West London.

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?

Executive Administrator – Western Europe Marketing Director/ Operations Director & Direct Reports

• Proactively manages and maintains complex business calendars (Marketing & Operations Directors) to ensure smooth running of forthcoming schedules
• Provide support to the WE Marketing/ Ops Teams and act as departmental gatekeeper for all general administration enquiries
• 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 2 Directors and be focal point for any marketing-related expenses queries that require secretarial access (off-boarding expenses etc.).
• Take ownership of annual marketing calendar and proactively update key information, circulating any changes to key employees
• 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.

Office Management/ General Support

• 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.
• Provides essential administration services (photocopying, stationery, holiday/absence information) to ensure smooth running of Marketing department.
• Be abreast of all office management duties so can cover others WE Executive Administrators during holidays, sickness etc.
• Creates internal/external correspondence, reports and communications as required with the objective of improving clarity and timeliness of information between Marketing team.

ESSENTIAL

Experience Required

• 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
• Excellent PC skills (Outlook, Word, Excel, PowerPoint). SAP/Coupa/Concur experience is desired
• Experience in managing large scale/ bespoke events

CONTACT DETAILS FOR APPLICANT QUESTIONS

If you have any questions regarding the role, please contact [email protected].

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

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