Description:
Executive Administrator – Western Europe Marketing Director/ Operations Director & Direct Reports
- Proactively manages and maintains complex business calendars (Marketing & Operations Directors) to ensure smooth running of forthcoming schedules
- Provide support to the WE Marketing/ Ops Teams and act as departmental gatekeeper for all general administration enquiries
- Meetings, conference calls, telepresence set up – involving both internal and external stakeholders (experience of working within multiple time-zones, specifically Western Europe)
- Finalise complex travel arrangements: co-ordination of flights, international rail journeys, advance check ins, VISA applications, accommodation and ground transportation logistics whilst adhering the corporate travel policy. Able to manage a multitude of frequent changes at short notice and prepare detailed travel itineraries
- In accordance with company policy, processes expense claims via Coupa for 2 Directors and be focal point for any marketing-related expenses queries that require secretarial access (off-boarding expenses etc.).
- Take ownership of annual marketing calendar and proactively update key information, circulating any changes to key employees
- Management of internal distribution lists; ensuring that these are actively maintained and up to date
- Takes minutes, composes communications/ emails, prepares presentations to a high standard when required
- Pre-empt needs for meetings: e.g. ensuring travel, paperwork, attendee lists, reports, files, pre meets etc. are organised
- Co-ordination of events, both internal and external, including seminars, large conferences, dinners, networking evenings and corporate hospitality
- Purchase order creation and monthly tracking and coding of invoices using internal Coupa/ SAP systems
- Conducts Records Management activities in accordance with BAT UK Records Management Policy, and when requested by Legal/Security.