EXECUTIVE IN PAKISTAN TOBACCO

Job number	12804BR
Job title	Executive Assistant
Location/City	Islamabad
Appointment type	Permanent
Job purpose and key deliverables	PURPOSE STATEMENT:  To provide complete administrative, organisational and support service to the Finance Director and Finance department and Secretarial Assistance to Finance Director. Directly reports to Finance Director but indirectly reports to the FLT Team and MOM’s especially to section heads. PRINCIPAL ACCOUNTABILITIES: 1.         Screening and filtering of correspondence (e.g. distribution of mail/ phone bills, faxes to entire Finance department) and also screening the Finance Directors incoming calls and taking messages to ensure optimum use of time whilst maintaining positive relationships with both internal & external people. 2.         Provide both organisational and administrative support to the Director and Finance team using initiative and proactivity. 3.         Plan and manage the Director’s calendar daily, weekly, monthly and annual schedules to be marked in the calendar. Support FLT meeting with agenda and minutes circulation. 4.         Plan and manage travel arrangements, comprising all flights, itineraries/programmes and hotel arrangements and liaison with Regional offices within region, OpCo’s & SAA/end markets throughout the world. Make appropriate car arrangements and inform security of his movement / travel plans. Prepare office letters and invitation letters for Director & Finance department for visa purpose. 5.         Liaison with Admin / Security for arrangements of overseas visitor’s i.e.  Hotel bookings transport. Protocol and meet / greet assistance. 6.         Preparation and timely submission of all International / local claims of Finance Director 7.         Ensure Director is adequately prepared for each meeting/ event/ trip on a regular basis. 8.         Prioritise and process all queries and correspondence, follow-up and respond on behalf of Finance Director where possible. 9.         Provide confidential administrative/secretarial services covering highly sensitive work. 10.       Raising shopping carts/ Pos in SRM for the Finance department. 11.       Organise official / personal get togethers, meetings, and conferences for Finance Director and Finance department. 12.       Ordering / distribution of monthly stationary for the whole department. 13.       Organise, maintain and monitor the social diary for the Finance Director and deal with private and personal administrative affairs as requested. 14.       Organise back-up secretarial support when required. Make sure that all documents are filed as per BAT policy. 15.       Organise and manage all major / minor events at HO as Head of The Events Management Committee.