Executive Assistant - Marketing

Job description

Country: United Kingdom
Location: London Richmond
Function: Marketing & Sales
Level: Non-management
Appointment Type: Permanent

Do you want to be part of a great working culture and a 2019 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 currently seeking an experienced Executive Administrator for the BAT UK&I Leadership Team . The chosen candidate will provide comprehensive secretarial and administrative support to both the NWEA & UK Marketing Directors/ Teams. In addition, provide support to the field force teams through driving communication and assisting in general Richmond office administration. You will ensure the smooth running of the office on a day to day basis as well as supporting the Leadership Team and the Office Manager with administrative tasks whilst ensuring the organisation is running as well as it possibly can. The role requires someone who can multi-task, with strong attention to detail and strong verbal/ written communication skills. The candidate should demonstrate the ability to organise, prioritise workload and be adaptable.

Principal accountabilities include:

1. Executive Administrative – Sales & Marketing Divisions

·  Manages, maintains and monitors business calendars to ensure smooth running of their day, including travel arrangements for business trips.
·  Takes minutes, composes letters/memos, prepares presentations to a high standard when required.
·  Scheduling of video conferencing calls and associated meeting room bookings 
·  Takes responsibility for the co-ordination of projects as specified by direct line manager within agreed guidelines to ensure the project is delivered: Workshops, meetings, events.
·  In accordance with Company policy, processes expense claims for Marketing Directors and be focal point to any marketing-related expenses queries that require Secretarial access (off-boarding expenses).
·  Any other reasonable duties as requested by line manager.

 

2. Trade/Sales Support 

·  Manages the Trade secure storage units, including vendor relationship management and payment of units each month.
·  Purchase Order set-up and monthly tracking and coding of contracted Trade vendors using SAP, Neo and PCard.
·  Secretary of Trade Marketing Leadership Team (TMLT) that meet each month.
·  Manages the regular audit of stock reconciliation reporting with the Trade team, for both working stock trackers and indirect stock trackers.
·  Conducts Records Management activities in accordance with BAT UK Records Management Policy, and when requested by Legal/Security.
·  Investigate & implement improvements to reduce administrative time spent reconciling stock reports, while maintaining accuracy/integrity of reports.

 

3. Office Management Support 

·  Richmond Office management to include but not limited to: Coordinating visitors, ordering catering for meetings/managers as required.
·  Greets incoming visitors to BAT UK, 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 department.
·  Be abreast of all office management duties so can cover others BAT UK Executive Administrators during holidays, sickness etc.

 

4. Manages pro-active Trade communications

·  Creates internal/external correspondence, reports and communications as required with the objective of improving clarity and timeliness of information between the office and the Field.
·  Portrays a professional but approachable image of BAT UK in interactions with the Field as well as external stakeholders
·  Take ownership of field based/Marketing internal distribution lists to ensure all are up to date

 

Essential requirements

·  Extensive EA/Secretarial experience (preferably at C-Suite level) 
·  Intermediate to advanced IT skills (Outlook, Word, Excel, Powerpoint). SAP and SRM experience is desired
·  Ability to multitask and prioritise tasks is essential
·  Excellent proofreading skills and financial acumen
·  Gatekeeper and stakeholder management; 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 and SRM experience is desired
·  Budgetary Management 

 
Working at BAT
British American Tobacco (www.bat.com) is a market leading, global organisation with a long, established history and a bright and dynamic future. Thanks to our people we have continued to deliver growth and exceed expectations in an increasingly complex and challenging marketplace. Our aim is to become the leading tobacco company in each of our markets by providing excellent products with confidence and responsibility expected of global consumer brands. If you have the talent and motivation to help us succeed, you’ll find we are equally committed to helping you reach your full potential too.

 

British American Tobacco is one of the world’s leading multinational companies, with brands sold in over 200 markets, made in 44 factories in 42 countries.

We are proud that we are consistently among the top 5 companies on the London Stock Exchange.

Our portfolio includes our world-famous Global Drive Brands – Dunhill, Kent, Lucky Strike, Pall Mall and Rothmans – along with many other leading international brands, such as Vogue, Peter Stuyvesant and State Express 555.

Alongside our traditional tobacco business, we are also developing products that offer consumers potentially less risky alternatives to regular cigarettes. Our Next Generation Products are already leading the way in the Industry of vapour and tobacco heating devices. We continue to develop a solid portfolio of consumer solutions which already include well known global brands like Vype, glo and Voke.

Contractual Legal Entity: BAT UK Ltd (GB51)