HR Executive Assistant

BAT UK IS LOOKING FOR AN EXECUTIVE ASSISTANT

FUNCTION: HR

LOCATION: London, UK

TYPE OF CONTRACT: Permanent

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 stakeholders and the job holder will execute various planning, organising and coordinate activities.

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

WHAT YOU WILL BE ACCOUNTABLE FOR

• 
  Support the Head of Function with the creation of presentations / reports / documentation for senior leadership meetings and other functional leadership teams.
• Organise, maintain, and monitor complex diary management for the Head(s) of Functions and their leadership team member(s).
• 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.
• 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.

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