Executive Assistant to Operations Director at British American Tobacco

Job Number: 17234BR
Location: Ibadan, Oyo
Appointment type: Permanent

Job Purpose and Key Deliverables

• To provide comprehensive and proactive support to the Operations Director on a wide range of complex tactical and administrative tasks whilst prioritizing and taking personal responsibility for all activities to enhance effectiveness.
• This role will also be responsible for executing defined work projects of moderate complexity.

Key Accountabilities
Business:

• Manage the work schedule (electronic calendars, visits and work plans) for the Operations Director as required.
• collates and share the Area calendar with contributions received from all other functions before year end and ensure all meetings align with the Regional calendar.
• Manage and reconcile all outstanding expenses on the director’s vendor account with reasonable business justification for successful approval
• Develop and implement reports, memos and other analysis and communication materials for internal and external use using the Microsoft office suite (Word, Excel & PowerPoint)
• Co-ordinate top leadership meetings, internal and external engagements, conferences (local and global), workshops and team-build events with professionalism and a high level of competency.
• Responsible for organising extensive global travel arrangements (transportation, hotels and visas) as required.
• Organize monthly breakfast sessions between employees and the Ops Director, send out minutes of the meeting and follow up on actions
• Perform routine transactions such as cash advance, expense statements and retirements as required
• Purchase and maintain office supplies inventories for the office of the director Prepare POs for other vendors
• Respond to emails and all incoming correspondence
• Prepare complex presentations and briefings
• Support all visitors coming into the factory on business meeting or machine installation by making transportation and accommodation arrangement.
• Provide other Administrative support as required.

People:

• Effectively interface with the Executive Assistants of the West Africa Area Leadership Team to achieve targets
• Develop self through training, learning and development opportunities
• Identify areas for improvement and execute improvement plans as required.
• Develop good working relationship across the Area with all the Operations Managers.

Working Relationship
Internal:

• Operations Team
• West Africa Area Leadership Team (WAALT)
• Executive Assistants of West Africa Area Leadership Team
• Relevant Operations Teams/Managers Records Management Coordinators in the various Functions

External:

• Appropriate government and non-government agencies as directed.

Requirements
Essential Requirements:

• BSc/BA Degree
• Solid secretarial and administrative skills, including excellent verbal and written communication
• Self-starter, keen and confident to use own initiative
• Proactive “can do” work ethic – flexible approach to working
• Solid interpersonal skills – mature, responsible, assertive attitude with the ability to influence at all levels of the organisation
• Excellent organisation skills and attention to detail
• Ability to establish priorities, maintain confidentiality and work under pressure
• Good numeric skills to work with financial systems and resolve queries
• Very good working knowledge of Word, Excel, and PowerPoint.
• Excellent interpersonal & communication skills and a flair for preparing complex reports in PowerPoint, word and excel.

Desirable Requirements:

• Work experience in a similar role in a leading corporate organisation would be an added advantage