Office Administration jobs in United States

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JOB TITLE: Executive Administrator – Western Europe

FUNCTION: Western Europe

CITY & COUNTRY: Chiswick - London, UK

CONTRACT DURATION: 6 months

What are the key objectives and expectations from this role?

The role requires someone who can multi-task, is comfortable working in a reactive environment, has a strong attention to detail, and excellent verbal and written communication skills. The candidate should demonstrate the ability to organise, prioritise their workload, and be adaptable.

What is the direct impact of this role on the team or organization?

Reports to:

Number of Direct Reports:

n/a

Core Relationships:

• Internal:
• Western Europe Leadership Team + DRs
• Chiswick HQ Facilities / FOH / IT Teams
• RLT (AME) Stakeholders and EAs

External:

• Suppliers and vendors
• BAT Customers
• Agency personnel
• CWT (Travel Agency)
• BCD (Event management)

Geographic Scope:

Western Europe Area

Travel Required:

Within UK

• Proactively manages and maintains complex business calendars of required LT members
• Provides support to reporting teams and acts as departmental gatekeeper for all general administration enquiries
• Organizes meetings, conference calls, telepresence setups involving internal and external stakeholders (experience working across multiple time zones, specifically Western Europe)
• Finalizes complex travel arrangements: coordinating flights, international rail journeys, visa applications, accommodations, and ground transportation, adhering to company policies. Manages frequent changes and prepares detailed itineraries.
• Processes expense claims via Coupa for Directors and handles marketing-related expense queries.
• Manages internal distribution lists, ensuring they are current and accurate.
• Prepares minutes, communications, emails, and presentations to a high standard.
• Pre-empts meeting needs: organizing travel, paperwork, attendee lists, reports, files, and pre-meetings.
• Coordinates internal and external events, including seminars, conferences, dinners, and networking events.
• Creates purchase orders and tracks invoices using internal systems like Coupa/SAP.
• Conducts records management activities according to BAT UK policies and legal/security requests.
• Manages Chiswick Office activities: coordinating visitors, catering, and ensuring safety protocols.
• Greets VIP and external visitors, ensuring health and safety compliance.
• Plans workload to balance priorities and support office operations.
• Maintains knowledge of office management duties to cover colleagues during absences.

• Minimum 3 years of EA experience
• Strong multitasking and prioritization skills
• Excellent proofreading and financial skills
• Experience communicating at senior levels with confidence
• Ability to work independently
• Tact and discretion handling sensitive issues
• Experience managing large-scale or bespoke events

• Proficiency in Outlook, Word, Excel, PowerPoint; SAP, Coupa, Concur experience preferred

• BA/BS Degree (desirable)

• Market-leading annual performance bonus (eligibility dependent)

• Diverse benefits including health plans, work-life initiatives, transportation support, and flexible holidays

• Opportunities for internal growth and career progression

• Access to online learning and leadership development programs

• A culture of continuous improvement and transformation