Executive Assistant in Southampton

BAT is evolving at pace into a global multi-category business. Our purpose is to create A Better Tomorrow™ by Building a Smokeless World. To achieve our ambition, we are looking for colleagues who are ready to join us on this journey!

Role Summary

• Provide comprehensive administrative, organisational and secretarial support within a high-volume multi-tasking environment.
• Act as an administrative liaison point for employees at all levels as well as external partners/consultants.
• Reports to Group Head of Agri Business and Combustibles.

Accountabilities

• Coordinate, maintain and supervise sophisticated diary management for the Head(s) of Functions and their leadership team member(s).
• Support the Head(s) of Functions and their leadership team member(s) as appropriate.
• Coordinate conferences and team meetings including sourcing venues; arranging travel, accommodation and visit itineraries; ensuring that all arrangements run efficiently.
• Prioritise agenda and logistics for functional meetings.
• Effectively plan and handle sophisticated 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.
• Maintain records and filing systems (paper and electronic) ensuring compliance with the Company Records Management policy.
• Process expenses claims ensuring they have been compiled accurately in accordance with Company policy.
• Handle HR requirements for all new joiners, leavers and transfers including arranging IT equipment and access, allocating work space, setting up induction plans, assisting with short term accommodation and work visas.
• Ensure direct reports have performance objectives completed where necessary and save these in line with policy.
• Focus on continuous improvement of administrative responsibilities, improving the effectiveness and efficiency of current systems and processes.
• Continuously seek opportunities to understand and anticipate team needs to provide high quality support.
• Maintain strong working relationships with all functions/key partners, including external vendors.

Experience, Skills, Knowledge

• Proven administrative experience ideally having worked in a matrix organisation.
• Background in administrative support, having worked as executive assistant or in senior administrative roles.
• Outstanding organisation skills with the ability to anticipate requirements, prioritise workload and set objectives and targets.
• Ability to operate effectively in ambiguous environments and adaptability to changing priorities.
• Excellent interpersonal skills and collaborative approach.
• IT literate with excellent keyboard skills and intermediate skills in current versions of Word, PowerPoint, Excel, Outlook.

What we offer you?

• A market leading annual performance bonus (subject to eligibility).
• Diverse health plans, initiatives for work-life balance, transportation support, and a flexible holiday plan with additional incentives.
• Access to online learning platforms and personalised growth programs to nurture your leadership skills.

Why Join BAT?

• We’re one of the few companies named as a Global Top Employer by the Top Employers Institute.
• We champion collaboration, inclusion, and partnership as the bedrock of our values.
• We take pride in being a Disability Confident Employer.