Executive Assistant, non-mgmt.

Social network you want to login/join with: 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 What are the key objectives and expectations from this role? 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. What is the direct impact of this role on the team or organization? Reports to: Number of Direct Reports: n/a Core Relationships Internal: Western Europe Leadership Team + DRs Chiswick HQ Facilities / FOH / IT Teams RLT (AME) Stakeholders and EAs External: Suppliers and vendors BAT Customers Agency personnel CWT (Travel Agency) BCD (Event management) Geographic Scope Western Europe Area Travel Required Within UK ACCOUNTABILITIES Proactively manages and maintains complex business calendars of required LT members Provides support to reporting teams and acts as departmental gatekeeper for all general administration inquiries Organizes meetings, conference calls, telepresence setups involving internal and external stakeholders (experience working across multiple time zones, specifically Western Europe) Finalizes complex travel arrangements: coordination of flights, international rail journeys, check-ins, VISA applications, accommodation, and ground transportation, adhering to corporate travel policies. Manages frequent changes at short notice and prepares detailed itineraries. Processes expense claims via Coupa for Directors and handles marketing-related expense queries requiring secretarial access Manages internal distribution lists, ensuring they are current Takes minutes, composes communications/emails, and prepares presentations as needed Prepares for meetings by organizing travel, paperwork, attendee lists, reports, files, and pre-meetings Coordinates internal and external events, including seminars, conferences, dinners, and hospitality Creates purchase orders and tracks invoices using internal systems Conducts records management activities in line with company policies Manages the Chiswick Office, including coordinating visitors and catering Greets VIP/external visitors, ensuring safety protocols are followed Plans workload to balance priorities and ensure office efficiency Provides coverage for other Executive Administrators during absences EXPERIENCE, SKILLS, KNOWLEDGE ESSENTIAL Minimum 3 years EA experience Ability to multitask and prioritize Excellent proofreading and financial skills Experience working with senior stakeholders Ability to work independently Tact and discretion handling sensitive issues Experience managing large-scale events Technical / Functional / Leadership Skills Required Proficiency in Outlook, Word, Excel, PowerPoint; SAP/Coupa/Concur preferred Education / Qualifications / Certifications BA/BS Degree (desirable) What we offer you? • Market-leading annual performance bonus (eligibility dependent) • Benefits including health plans, work-life initiatives, transportation support, and flexible holidays • Opportunities for career progression and internal growth • Access to learning platforms and leadership development programs • A culture of continuous improvement and transformation WHY JOIN BAT? We’re recognized as a Top Employer globally, fostering collaboration, inclusion, and diversity. We support career breaks through our Global Returners program and are committed to accessibility for all candidates. Join us to bring your unique perspective and grow your career in a supportive environment. #J-18808-Ljbffr