Personal Assistant to MD

3 weeks ago

London, United Kingdom BT Group Full time

Why this role matters

The pandemic has reshaped the way we work which has had an impact on how we support the BT leadership team. As an example, human touch and travel have significantly reduced as we shift to smart working, however, many other elements have grown, particularly with the use of digital technology to stay connected.

PA to the MD is a unique opportunity to directly support a BT leader in the day to day running of their office, the PA will be required to: -

• Provide high quality secretarial and administrative support by running an efficient office focussing effort on achieving objectives.
• The diary can constitute as much as 80% of your workload, and its paramount to connect regularly to build a strong partnership and understand workstyles and align on priorities to keep the flow of work going and ensure things happen at the right time, and in the right order. 
• It is important in a changing and challenging environment to adapt and establish new ways of working, pioneering change by sharing and introducing collaboration applications to provide support and services, in the office and remotely, simplifying processes and communication using digital technology and applications to achieve results.
• Diplomacy and discretion in keeping sensitive strategic, commercial and personnel matters - confidentiality and trust is paramount. Ability to work with minimum of instruction, anticipate needs and takes the initiative without being prompted are essential.

You will be required to be in our London office 3 days per week for this role.

We believe this is an exciting role which offers high level exposure and not just within BT Networks where this role is based. You will work with a Senior Managing Director who is a positive, enthusiastic and transformational leader. In addition, you will be an active part of the units leadership team and not afraid to get stuck in and let your voice be heard.

You'll have the following responsibilities

Please refer to the attached job description for full details of this role.

Key responsibilities include:

Time Management and Meeting Planning 

• Accountable for managing and prioritising the diary, ensuring most effective use of time, and creating adequate breaks, prep and task time.
• Co-ordinate 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 coordinating and preparing meeting papers (at least 48hrs in advance) and builds in prep time where required.
• Sets the process for reading papers (e.g. store in calendar, print, diary time).

Email Management 


• Develops processes to ensure urgent or timebound emails are dealt with and actions completed. 
• Responds to routine emails and delegates as appropriate. Regularly scans and cleans up Junk folders.

Stakeholder Management & Collaboration


• Develops great working relationships with stakeholders agreeing ways of working and regularly connecting to align on priorities and build understanding.
• Take responsibility for continuous learning and agreeing personal development
• Develops and maintains internal and external relationships to improve impact across the business
• Creates a PA support network for providing holiday cover and seeks out opportunities to cover EA role.

Communications / Engagement 


• Co-ordinates all people calls/webcasts/events working with content owners on preparing agenda and material.
• Co-ordinates engagement & visibility plans including virtual.

Technology


• Develops knowledge and skills of new technologies and how they are used in BT.
• Stays up to date on digital technology and applications making time for training and seeking out best practice.
• Proficient in O365 and IT applications and setting up Teams channels for chats, meetings, and collaboration.
• Advanced knowledge and expert on internal systems and processes, i.e., room bookings, catering, finance, and travel

You'll have the following skills and experience

You will have previous experience as a Personal Assistant showcasing your communication and multi tasking abilities with an eye for detail, ensuring accuracy in everything you do

You will have strong interpersonal skills and the ability to collaborate effectively and confidently with colleagues at all levels. You'll relish the opportunity to get stuck in and be an active member of the leadership team and to be the go to and trusted PA to one of our senior leaders.

Benefits

Tailored training and development opportunities to continue to build your career
25 days’ annual leave (not including bank holidays), increasing with service
Life Assurance
Pension scheme - If you pay in a minimum of 5% of your pensionable salary every month we will pay in 10%
Direct Share scheme
Option to join the Healthcare Cash Plan or other benefits such as dental insurance, gym memberships etc.
Discounts off EE mobile pay monthly or SIM only plans
Exclusive colleague discounts on our latest and greatest BT broadband packages BT TV, including TNT Sports and NOW entertainment
Shared Parental leave - maximum amount of leave you can share with your partner is 50 weeks
3 volunteering days per year
Access and involvement with our incredible 11 People Networks including Able2 network, Careers network, Ethnic diversity network, Gender equality network and Pride network

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