GTR Administration Assistant

at  British American Tobacco

.
BAT UK IS LOOKING FOR A GTR Administration Assistant
SENIORITY LEVEL: Experienced Professional
FUNCTION: Commercial Global Travel Retail
LOCATION: London – Chiswick
TYPE OF CONTRACT: Permanent

EXPERIENCE REQUIRED

• Relevant EA experience 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: good knowlegde of MS Office ( Word, PowerPoint, Excel, Outlook). Good user knowledge of SRM
• Self-motivation, organization and the ability to anticipate requirements, plan ahead and priorities.

EDUCATION / QUALIFICATIONS / CERTIFICATIONS REQUIRED

• Bachelor’s Degree with relevant professional qualification

ROLE POSITIONING AND OBJECTIVES

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.

WHAT YOU WILL BE ACCOUNTABLE FOR

• Support the GTR Customer Management team based in Europe including the creation of presentations / reports / documentation for leadership meetings
• Organise, maintain and monitor complex diary management for the GTR Customer Management team based in Europe
• 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 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 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