Personal Assistant - MD of Data & AI

Job Req ID: 34540

Posting Date: 10 Jun 2024

Function: Business Services & Operations

Unit: Digital

Location:

One Braham (4140), London, United Kingdom

Salary: Competitive + great BT Benefits

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 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 – delivers administration tasks as requested, this may be, but not limited to:-

• 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.

Benefits:

• Tailored training and development opportunities to continue to build your career

• 22 days’ annual leave (not including bank holidays), increasing with service

• Life Assurance

• Pension scheme - If you pay in a minimum of 5% of your pensionable salary every month we will pay in 10%

• Direct Share scheme

• Option to join the Healthcare Cash Plan or other benefits such as dental insurance, gym memberships etc.

• Discounts off EE mobile pay monthly or SIM only plans

• Exclusive colleague discounts on our latest and greatest BT broadband packages BT TV, including TNT Sports and NOW entertainment

• Shared Parental leave - maximum amount of leave you can share with your partner is 50 weeks

• 3 volunteering days per year

• Access and involvement with our incredible 11 People Networks including Able2 network, Careers network, Ethnic diversity network, Gender equality network and Pride network

How to Apply

It's easy to apply online; you just need a copy of your up-to-date CV and to follow the step-by step process. Don't worry if you need to make changes - you'll have the opportunity to review and edit your work on the final page. We look forward to receiving your application!

About us

BT is part of BT Group, along with EE, Openreach, and Plusnet.

Millions of people rely on us every day to help them live their lives, power their businesses, and keep their public services running. We connect friends to family, clients to colleagues, people to possibilities. We keep the wheels of business spinning, and the emergency services responding.

We value diversity and celebrate difference. ‘We embed diversity and inclusion into everything that we do. It’s fundamental to our purpose: we connect for good.’

We all stick to the same values: Personal, Simple, and Brilliant. From day one, you’ll get stuck in to tough challenges, pitch in with ideas, make things happen. But you won’t be alone: we’ll be there with help and support, learning and development.

This is your chance to make a real difference to the world: to be part of the digital transformation of countless lives and businesses. Grab it.

A FEW POINTS TO NOTE:

Although these roles are listed as full-time, if you’re a job share partnership, work reduced hours, or any other way of working flexibly, please still get in touch.

DON'T MEET EVERY SINGLE REQUIREMENT?

Studies have shown that women and people who are disabled, LGBTQ+, neurodiverse or from ethnic minority backgrounds are less likely to apply for jobs unless they meet every single qualification and criteria. We're committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you're excited about this role but your past experience doesn't align perfectly with every requirement on the Job Description, please apply anyway - you may just be the right candidate for this or other roles in our wider team.