Executive Assistant

2 weeks ago

Aberdare, Rhondda Cynon Taf, United Kingdom BT Full time
Executive Assistant

Job Req ID:25993
Posting Date:8 Nov 2023
Function:Business Operations
Location:Aberdare, United Kingdom
Salary:
Location - London
Why BT Business

  • With over 175 years of heritage, BT is now the flagship business brand of BT Group. We've brought together our best people and capabilities into a B2B powerhouse serving 1.2 million business customers internationally.
  • We're a global leader for secure connectivity and collaboration platforms for businesses of all shapes and sizes, from big household names and government departments, right through to sole traders and new startups. But it's not just the technology that matters, it's what it can do to help them build stronger, smarter, more secure businesses.
  • We value diversity and inclusion and believe in making a positive impact. We connect for good by championing digital inclusion and equipping people, businesses, and communities with digital skills to thrive.
  • As a member of our team, you will be part of an organisation that celebrates difference, fosters innovation, and provides you with opportunities to be your best. With millions of businesses relying on us daily, joining BT means you can be part of a diverse and multiskilled team that makes a significant impact to society to become a more profitable, predictable and customerfocused business.
    Why this job matters
  • You'll provide EA professional services to MD level executive, fully understanding their needs and taking responsibility for managing the administration of the office and optimising the MD's time, improving and managing workflow and productivity and aligning to priorities.
  • We'll see you build a trusted and effective working relationship with the MD, their leadership team and their offices, using knowledge and data to support decision making.
    What you'll be doing while in this role:
    Time Management and Meeting Planning
  • Owner of the MD diary, using initiative, to strategically coordinate and align the diary by exercising judgement and decisionmaking while filtering, prioritising and delegating requests and solving conflicts, with minimum instruction.
  • Integrate and synchronise personal commitments and actively seeks these out for the full year
  • Schedules and leads regular office meetings to plan ahead, review commitments and requirements and discharges actions.
  • Be creative in using the calendar to create reminders for completing tasks; team leave and attendance; apologies sent for meeting; storing meeting papers; adding travel time.
  • Coordinate and manage every aspect of travel itinerary (including venue bookings) anticipating all needs, ensuring cost effectiveness and compliance.

Meeting Preparation

  • Works with content owners on creating and producing meeting papers, briefings, and presentations.
  • Analyses simple data, edits and prepares reports on behalf of their MD
  • Expert in Microsoft Word and PowerPoint as necessary to create and edit agendas, slides, briefing papers
  • Prompts when overrunning / late for next meeting.

Stakeholder Management & Collaboration

  • Uses knowledge to negotiate or persuade stakeholders.
  • Navigates relationships openly and honestly leveraging stakeholder relationships, using experience and expertise with ability to implement new ideas and shape the best solutions to problems
  • Takes responsibility to agree ways of working, service level requirements and continuous learning and development with MD.
  • Develops and maintains a series of internal and external relationships to improve and maximise efficiencies and impact across the business.
  • Acts as a positive role model and develops a high performing culture across the PA community.
  • Develops PA network for social, wellbeing, collaboration and sharing best practice, in addition to seeking out opportunities to cover an EA role at Exco level.
  • Offers advice and recommendations based on expertise, both proactively and on request.
  • Uses knowledge of best practice to collaborate with peers across the business in different ways.
  • Sets a high standard for quality of work, outlining clear expectations
  • Actively uses and seeks out resources to enable and influence stakeholder decision making

Communications / Engagement

  • Coordinates all people calls/webcasts/events working in partnership with content owners helping to shape the agenda for colleagues.
  • Coordinates engagement and visibility plans including virtual for MD.

Technology

  • Develops and contributes to knowledge of new technologies, how they're used in BT and externally
  • Expert on internal systems and processes, ie, room bookings, catering, finance, and travel

Primary Point of Contact / Call Management - for the office and virtual office. Screens and filters calls and visitors acting as a gatekeeper.
Safety, Security, Ethics & Compliance - ensure compliance to BT processes and policy demonstrating financial awareness for business requests.**Speci

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