Personal Assistant

Job Description

Key responsibilities include:Time Management and Meeting PlanningAccountable for managing and prioritising your Leaders diaries, 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 ahead 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 complianceMeeting PreparationWorks 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 meetingEmail ScreeningDevelops 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 & CollaborationDevelops 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 developmentDevelops and maintains internal and external relationships to improve impact across the businessCreates 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 / EngagementCo-ordinates all people calls/webcasts/events working with content owners on preparing agenda and material.Co-ordinates engagement & visibility plans including virtual.TechnologyDevelops 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 travelPrimary Point of Contact / Call Management for the office and virtual office. Screens and filters calls and visitors acting as a gatekeeperSafety, Security, Ethics & Compliance ensure compliance to BT processes and policy demonstrating financial awareness for business requests (POs, Order desk, Travel, A/L)Special Projects & Ad hoc delivers administration tasks as requested, this may be, but not limited to:-Produces or edits Microsoft Word or PowerPoint documentsSolves 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.About BTBT has a key role in British society, fostering change and leading technology innovation. From delivering the Olympics, to supporting the emergency services, to investing more into research than any other UK technology company, we take pride in everything we do - and in the people who work here.Were now a global company operating at the forefront of the information age, employing 90,000 people in 180 countries. And were on a mission. Guided by our core values of Personal, Simple and Brilliant our goal is to help customers, communities and businesses overcome barriers and release their potential.So, if youre interested in the power of potential, why not join us today and release yours You can read more here about what its like to work at BTHow to ApplyIts easy to apply online; you just need a copy of your up-to-date CV and to follow the step-by step process. Dont worry if you need to make changes - youll have the opportunity to review and edit your work on the final page. We look forward to receiving your application,

Keyskills :
filingsmart workingschedulingmicrosoft wordmeeting facilitationdraftingtyping