Personal Assistant

BT Group; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A leading telecommunications company in London is looking for a Personal Assistant to provide robust support to their Directors and Leadership Team. The role includes managing complex diaries, coordinating meetings, and ensuring effective communication across the business. Ideal candidates will have substantial experience in a large organization, strong IT proficiency, and exemplary time management skills. This position offers a hybrid working arrangement and numerous benefits.

Benefits

Online GP access

Paid carer’s leave

Family Leave with full pay

Discounts on products

Career development opportunities

Season Ticket Travel Loan

Qualifications

• Significant experience supporting senior leaders in a complex organization.
• Strong written and verbal communication skills.
• Highly proficient with digital applications and internal systems.

Responsibilities

• Provide high quality secretarial and administrative support.
• Manage and prioritize leaders’ diaries effectively.
• Coordinate meeting papers and other administrative tasks.

Skills

Time Management

Confidentiality

IT proficiency

Relationship building

Emotional intelligence

Tools

Office 365

Microsoft Word

PowerPoint

Job description

About The Role

The role of the Personal Assistant provides a unique opportunity to directly support the Directors and Leadership Team. You will provide a full range of administrative and professional support liaising directly and regularly with senior management and stakeholders across the business.

The hybrid working arrangement requires being in the office 3 days per week with the option of working from a place of your choice 2 days per week.

Key accountabilities

• Provide high quality secretarial and administrative support by running an efficient office focusing effort on achieving objectives.
• The diary can constitute as much as 80% of your workload and it is paramount to connect regularly to build a strong partnership, understand workstyles, and align on priorities to keep the flow of work going and ensure tasks happen at the right time and in the right order.
• Adapt and establish new ways of working in a changing environment, pioneering change by sharing and introducing collaboration applications to provide support and services, in the office and remotely, simplifying processes and communication using digital technology and applications to achieve results.
• Demonstrate diplomacy and discretion in handling sensitive strategic, commercial and personnel matters; confidentiality and trust are paramount. Ability to work with minimum instruction, anticipate needs and take the initiative without prompting are essential.

Time Management and Meeting Planning

• Accountable for managing and prioritising Leaders’ diary, ensuring the 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; create 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; manage team leave and attendance; arrange apologies for meetings; store meeting papers; add travel time and keep slots free so another PA can see Outlook availability.
• Coordinate and manage every aspect of travel itinerary (including venue bookings), anticipating needs, ensuring cost effectiveness and compliance.

Meeting Preparation

• Coordinate and prepare meeting papers (at least 48 hours in advance) with content owners, and build in prep time where required.
• Set the process for reading papers (e.g., store in calendar, print, diary time).
• Strong in using Microsoft Word and PowerPoint to create and edit agendas, slides, and briefing papers.
• Provide prompts when meetings overruns or run late for next meetings.

Email Management / Screening

• 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

• Agree ways of working and regularly connect to align on priorities and build understanding.
• Take responsibility for continuous learning and personal development.
• Develop and maintain internal and external relationships to improve impact across the business.
• Create a PA support network for providing holiday cover and seek opportunities to cover EA role.
• Offer advice when requested for a single decision, making recommendations for or against.
• Collaborate with peers across the business in different ways using knowledge of best practice.

Communications / Engagement

• Coordinate all calls/webcasts/events in partnership with content owners.
• Coordinate engagement & visibility plans.

Technology

• Develop knowledge and skills of new technologies and how they are used in BT.
• Stay up to date on digital technology and applications, including time for training and seeking out best practice.
• Proficient in Office 365 and IT applications; set up Teams channels for chats, meetings, and collaboration.
• Advanced knowledge of internal systems and processes (e.g., room bookings, catering, finance, 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, Order desk, Travel, A/L).

Special Projects & Ad hoc

Delivers administration tasks as requested; this may include but is not limited to: Produces or edits Microsoft Word or PowerPoint documents; solves simple IT problems on behalf of the team; onboarding of new team members with a reusable guide; attends meetings to take notes/actions and chase/close them.

Key Skills & Experience Required

The ideal candidate will have significant experience supporting senior leaders and operating within a large, complex FTSE 100 company or equivalent organisation.

• Confidentiality: diplomacy and discretion in keeping sensitive strategic, commercial and personnel matters.
• Time Management and Planning: strong skills in planning, organisation and time management; attention to detail and ability to work to deadlines.
• Autonomy: self-starter, takes initiative without prompting and able to work with minimum instructions.
• Emotional intelligence: awareness of how and when to communicate to improve relationships or outcomes.
• Team player: actively contributes to a supportive team environment and helps others; willingness to offer guidance.
• Relationship building: able to present a strong professional front, build strong relationships and develop wide networks internally and externally to get work done through others.
• IT proficiency: highly proficient with Office 365 and digital apps; ability to produce/edit PowerPoint and Word documents; able to set up and manage Teams and OneNote.
• Strong written and verbal communication skills and ability to communicate clearly across levels of stakeholders.
• Flexibility: to provide business support as required; may include travel to other UK sites.
• Expert knowledge of internal BT systems.
• Active learning: committed to continuous learning and development.
• Governance and compliance: knowledge of internal and external regulatory standards and principles.

Please note we value diversity of experience and backgrounds. If you do not meet all criteria, please apply anyway — we will review with an open mind.

What’s In It For You, What Are The Benefits

• Online GP – access to a GP via telephone or video 24/7 for you and your immediate family, funded by BT.
• Market-leading paid carer’s leave (up to 2 weeks).
• Family Leave – equalised maternity, paternity, and adoption leave with 18 weeks full pay and 8 weeks half pay in the first year.
• Discounts on BT and EE products including mobile and broadband.
• Support in carving your own career path with development opportunities.
• Season Ticket Travel Loan – funds to help pay for travel to and from work up front.

About BT Group

BT Group is a global telecoms leader with brands including BT, EE, Openreach and Plusnet. We are investing in digital infrastructure and technology to connect millions and enhance the customer experience. We are committed to diversity, inclusion, and flexible working arrangements. Adjustments for the selection process are available on request.