Executive Assistant

About the role

The Executive Assistant supports the delivery of a functional leadership team member's critical tasks, directing activities that enable executive level effectiveness and efficiency. EA to the Director is a unique opportunity to directly support a BT leader in the day to day running of their office.

What you’ll be doing

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.  
• Able to filter and prioritise requests, solve conflicts and delegate where appropriate; creating a reference library of prioritisation and meetings that can be delegated. 
• Integrate and synchronise personal commitments and actively seek these out for the full year.
• Instigate regular office meetings to plan and discharge actions and tasks.
• Be creative in using the calendar and creating reminders for completing tasks; team leave and attendance; apologies sent for meeting; storing meeting papers; adding travel time and importantly keeping slots free so that another PA can see Outlook availability.
• 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).
• Strong at using Microsoft Word and PowerPoint as necessary to create and edit agendas, slides, briefing papers.
• Prompts when overrunning / late for next meeting

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.

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

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 (POs, Orderdesk, Travel, A/L)

Special Projects & Ad hoc

• Co-ordinates and supports Leadership Team visits in Bangalore
• Produces or edits Microsoft Word or PowerPoint documents
• Solves simple IT problems on behalf of the team.
• Responsible for onboarding of any new members of the team, creating a reusable guide to ensure the process is efficient.
• Attends meetings to take notes/actions, endeavouring to chase and close these.

Essential Skills / Experience

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.
• Offers advice when requested for a single decision, making recommendations for or against.
• Uses knowledge of best practice to collaborate with peers across the business in different ways.

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.