Personal Assistant - MD of Data & AI

 

Full time, 3 days a week together out of our London Digital Hub (flexible 2 days remote wherever).

 

Why BT?
BT 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. 
We're now a global company operating at the forefront of the information age, employing 90,000 people in 180 countries. And we're 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 you're interested in the power of potential, why not join us today and release yours? 

 

 

Why this job matters?

This is a unique opportunity to provide dedicated support to the MD, Data & AI BT in the daily running of their office.  The PA will be resourceful, innovative, and accountable for a wide range of secretarial and administrative duties and must be able to work with minimum of instruction, anticipate needs and takes the initiative without being prompted.  The PA must be able to work autonomously and seamlessly with the ability to adjust in a changing and challenging environment – the ability to multi-task is essential as no day will be the same!

 

It’s important for the PA to have the drive to go above and beyond to get things done, with a pro-active and common-sense approach, and truly become part of the leadership team.  

 

The diary can constitute as much as 80% of your workload and its paramount to connect regularly and build a strong partnership to understand workstyles and align on priorities; ensuring things happen at the right time, and in the right order.   

 

It is important to continually improve ways of working, pioneering change and working collaboratively with peers and leaders utilising digital technology to achieve results.
Diplomacy and discretion in keeping sensitive strategic, commercial and personnel matters is paramount.

 

Key Skills & Responsibilities:

Time Management and Meeting Planning 
•    Accountable for managing and prioritising the diary, ensuring most effective use of time, 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 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.

 

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
•    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.

 

Technology
•    Develops knowledge and skills of new tech