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Executive Assistant
BBC
London, , United Kingdom
Job Details - this job has expired, please see similar jobs below
Job Introduction
The role focuses on providing senior EA support to the EVP and 2 SVPs. Essential to the role is building and maintaining working relationships with all the EVP and SVP’s reports and being the liaison with the Leadership and global teams. This will also involve correspondence and communication with other business directors and departments across BBC Worldwide and Global News Ltd including BBC.com, Marketing and Ad Sales, and external partners too.
The job requires good negotiation and influencing skills, the ability to remain calm under pressure and be discreet in the handling of sensitive and confidential issues and information, with the capability to manage a dynamic workload.
Role Responsibility
Accountabilities
• Show a thorough and systematic approach to administration, paying attention to detail and accuracy whilst not losing priorities.
• Providing a full and pro active PA service including diary management for the EVP and SVPs.
• Full management of the EVP, the “&PA” and your personal email accounts. To provide an executive response service and to be aware of business issues.
• To provide a senior PA service that is fully comprehensive across all the business. Be the key liaison with the global management team to ensure co-ordination of all Ad Sales communication.
• Provide the EVP and SVPs with extensive diary management, organising meetings etc – liaising with other Managers / Directors / PA’s of BBC World / Worldwide and BBC on meetings including attendance and papers due for them.
• Creation of purchase orders using SAP software for Leadership team.
• Additional support to the FD for travel and meeting organisation if time permits.
• Manage both EVP & SVP’s global travel requests from their teams ensuring each has visited the offices and is providing the support for the Regional Sales Directors and for key clients.
• Provide detailed travel arrangements for all overseas trips, road shows and client events. Preparing full travel agendas whilst identifying in advance all visa requirements, currency, connecting travel arrangements and maintaining close contact with overseas colleagues to ensure smooth running of events.
HR/ Recruitment
• Be the point of contact for all salary enquiries and HR related issues. Required to read and respond to highly confidential HR emails regarding the Leadership team.
• To keep records of annual leave, joiners and start dates and to liaise with HR on all such issues.
• Process all HR admin and IT requests relating to New Starters prior to their start date.
Business Management of Leadership team
• Ensure that the weekly Leadership and monthly Extended Leadership team’s meetings are booked in advance of at least 6 months, manage agenda items on a weekly basis and actions minuted.
• Help the EVP & SVP’s to ensure they have all the right comms briefings for any speeches or presentations internal or external.
• Project manage and be keeper of the Ad Sales Events Calendar - we use this to help keep track of all the internal meeting expectations and to help guide through all the demands made on the EVP & SVP both internally and externally with Client requests and Industry events.
Leadership Events - Internal Project Management
• Extended leadership programme: Be responsible for full coordination of 4 Management meetings a year where external speakers are invited. These should be held at either a BBC building or external venue depending on budget
• Bi-Annual Leadership programme (Strategy days 2/3 day events)This may involve attending and managing the event on site. Full coordination of the programme including event inspection and co-ordination of project in the weeks prior to the event. Taking minutes and providing follow up documents to the senior management team for action. These can happen in London or globally at one of our offices.
The Ideal Candidate
Experience/ Skills Required:
• Senior PA level experience.
• The ability to set up and run office systems to a very high standard
• Well developed word processing skills and the ability to produce fast, accurate work to a high level of presentation (therefore also an ability to proof-read and correct own work).
• Good knowledge of Microsoft Office applications, (Word, Excel, PowerPoint, Outlook).
• Previous Project/Event management is necessary to ensure delivery of the key events both internal and external.
• Good organisational skills and a flexible attitude are required to respond to rapidly changing priorities and to work under pressure to tight deadlines.
• The ability to take initiative and prioritise and manage own workload and work without supervision.
• Excellent communication skills and the ability to deal confidently and positively with all levels of staff both face to face and over the telephone
• The ability to take initiative and prioritise and manage own workload and work without supervision.
• Outgoing, approachable team player.