Business Services Professional (EA)

What you’ll be doing

Time Management and Meeting Planning

• Accountable for managing and prioritising the diary, 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 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 to align on priorities and build acknowledging.

• 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 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 / 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

Additional Responsibilities

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:-

• Co-ordinates and assists Leadership Team visits in Bangalore

• 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.

Our leadership standards

Looking in:

Leading inclusively and Safely

I inspire and build trust through self-awareness, honesty and integrity.

Owning outcomes

I take the right decisions that benefit the broader organisation.

Looking out:

Delivering for the customer

I execute brilliantly on clear priorities that add value to our customers and the wider business.

Commercially savvy

I demonstrate strong commercial focus, bringing an external perspective to decision-making.

Looking to the future:

Growth mindset

I experiment and identify opportunities for growth for both myself and the organisation.

Building for the future

I build diverse future-ready teams where all individuals can be at their best.