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Executive Assistant, non-mgmt., Greater London
Client:
British American Tobacco
Location:
Greater London, United Kingdom
Job Category:
Other
EU work permit required:
Yes
Job Reference:
4e36cb711bd4
Job Views:
7
Posted:
03.03.2025
Expiry Date:
17.04.2025
Job Description:
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!
ROLE PROFILE
JOB TITLE: Executive Administrator – Western Europe
FUNCTION: Western Europe
CITY & COUNTRY: Chiswick - London, UK
CONTRACT DURATION: 6 months
ROLE SUMMARY
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.
ACCOUNTABILITIES
* 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 inquiries of said department/s.
* Meetings, conference calls, telepresence set up – involving both internal and external stakeholders.
* Finalise complex travel arrangements: coordination of flights, international rail journeys, advance check-ins, VISA applications, accommodation, and ground transportation logistics.
* Processes expense claims via Coupa for required Directors and be focal point for marketing-related expenses queries.
* 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: 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.
* Chiswick Office management to include 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 to cover others during holidays, sickness, etc.
EXPERIENCE, SKILLS, KNOWLEDGE
ESSENTIAL
* Minimum 3 years EA experience.
* 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, work-life balance initiatives, 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 part of an environment that thrives on internal advancement.
• 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.
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 view career breaks not as obstacles but as opportunities and encourage everyone to apply. Through our Global Returners program, we provide support to professionals seeking to re-enter the workforce after an extended absence.
Come bring your difference and see what is possible for you at BAT.
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