Administrative Office Coordinator

3 weeks ago

Washington, United States British American Tobacco Full time

To achieve the ambition we have set for ourselves, we are looking for colleagues who are ready to live our ethos every day. Come be the change

WE ARE LOOKING FOR AN ADMINISTRATIVE OFFICE COORDINATOR

SENIORITY LEVEL: Entry Level

FUNCTION: Legal

LOCATION: Washington, DC

ROLE POSITIONING AND OBJECTIVES

Reports to : VP of Federal Government Relations, Law and External Affairs

Number of Direct Reports: NA

Core Relationships: Internal  –LEX function, Reynolds American Management Team, Executive Assistant Team

External  –Global LEX teams and global administrative counterparts

Geographic Scope : Regional - USA

Travel Required:  Less than 10%

WHAT YOU WILL BE ACCOUNTABLE FOR

Provide administrative and logistical support to the Vice President of Federal Government Relations, and FGR staff. Manage office/facilities, including coordinating frequent Company, external and vendor visitors, serving as a liaison with building management, printing, photocopying, mail pick up/distribution, UPS shipping, organizing, restocking office supplies and materials, food and beverage, and periodic tidying of the office. Process reoccurring monthly and annual payments including, but not limited to, memberships, sponsorships, equipment rentals, subscriptions, and telecommunications. Manage, track, and code budget operations, produce expense reports, process invoices in a timely manner, and check requests. Compile and track data for monthly and quarterly reporting. Maintain documents and records in accordance with administrative, compliance, and record retention policies. Maintain and assess third-party relationships with vendors and suppliers to monitor financial vulnerabilities and ensure compliance. Manage calendars, meeting agendas, printed materials for colleagues and external stakeholders. Provide logistical support for on-site meetings, which includes food/beverage, and administrative and audio-visual support as needed. Maintain and resolve issues with IT systems. Coordinate and prepare conference rooms and coordinate virtual meetings. Greet visitors and respond to or direct various inquiries, scheduling requests, services, and initiatives across the department. Attend and participate in meetings and events as required.

ESSENTIAL EXPERIENCE, SKILLS AND KNOWLEDGE

Minimum of 3-5 years administrative experience supporting multiple functional leaders; experience supporting C-Suite level executives in dynamic, high-growth environments is highly preferred.  Experience providing administrative support to an Executive in a matrixed, multi-national corporation preferred. Experience coordinating meetings, events and providing expert logistical support. Ability to proactively anticipate needs of and opportunities for leaders. Ability to build and maintain business relationships and be calm and flexible under pressure and amidst changing priorities. Excellent organizational skills with the ability to quickly adapt to changing priorities and ability to manage multi-task assignment. Ability to work independently in a fast-paced environment. Bias for action and high sense of urgency. Strong interpersonal skills. Strong problem-solving skills: ability to make sense of complex information to effectively solve problems. Excellent oral and written communication skills. Must manage own performance independently and effectively with excellent time management skills. Punctual and ability to work a flexible schedule when workloads and deadlines require. Highly collaborative, professional partner with the ability to work as a team player and mutually support and work effectively with individuals at all levels of the organization.

Education / Qualifications / Certifications Required

High School diploma required, Associate or Bachelor’s degree preferred Outstanding proficiency in Microsoft applications (Word, PowerPoint, Excel, Teams); ability to troubleshoot basic software issues and learn new systems quickly.

WE ARE REYNOLDS AMERICAN—A member of the BRITISH AMERICAN TOBACCO GROUP

At Reynolds American, we are committed to our Purpose of creating A Better Tomorrow. This is what drives our people and our passion for innovation. See what is possible for you at REYNOLDS AMERICAN.

Global Top Employer with 53,000 British American Tobacco employees across more than 180 markets Great Place to Work Certified Brands sold in over 200 markets, made in 44 factories in 42 countries Newly established Tech Hubs building world-class capabilities for innovation in four strategic locations Diversity leader in the Financial Times and International Women’s Day Best Practice winner Seal Award winner – one of 50 most sustainable companies

BELONGING, ACHIEVING, TOGETHER

Have you been on a career break for 18 months or longer? Are you ready to return to your career? If your answers to these questions is yes, we would love to hear from you. Regardless of why you took a break, we value you for all the skills you can bring to the workforce. Reignite your career, work flexibly, be part of a dynamic team and upskill yourself with on-the-job training and development support.

Collaboration, diversity and teamwork underpin everything we do here at Reynolds American. We know that collaborating with colleagues from different backgrounds is what makes us stronger and best prepared to meet our business goals. Come bring your difference

SALARY AND BENEFITS OVERVIEW

Benefit Information

The following is a general summary of the competitive compensation and benefit plans we offer:

401(k) plan that offers opportunity to save on pre- and post-tax basis up to 50 percent of eligible compensation. Company matches 100 percent of employee pre-tax/Roth (401k) contributions up to six percent Company contributes an additional three percent to 401(k) whether employee participates or not Comprehensive health- and welfare-benefits package (including medical, dental, vision, and prescription drugs) Health Savings Account start-up contribution for employees who elect the high deductible health plan Flexible spending accounts for both Health Care and Dependent Care allowing employee to use pre-tax dollars to pay for qualified expenses during the calendar year Employee assistance program offering 8 free counselling sessions, per issue, each calendar year for employees and their dependents Company paid life insurance of 1x annual base pay ($50,000 minimum) Company paid accidental death or dismemberment insurance of 2x annual base pay ($50,000 minimum) Voluntary insurances offered at group rates: employee and dependent life insurance, AD&D insurance, critical illness, accident coverage, disability buy-up, and auto & home insurance Tuition reimbursement and student loan support Dependent Scholarship Programs Free confidential personal financial counselling service On-site health centers and 24/7 fitness centers at certain company locations A charitable giving matching grants program that enables employees to direct and double their donations to qualifying charitable organizations of their choice Health-care concierge service Volunteer service opportunities Extensive training opportunities Company vehicle for eligible employees Mobile phone allowance for eligible employees Paid Leave:Sick and Personal Time (exempt employees may be excused with pay for brief absences; non-exempt employees receive up to 6 days)Vacation (levels Below Senior Director receive 15 days (pro-rated during first year of service); Senior Director and Officers receive 25 days (pro-rated during first year of service)). Holidays (Nine company recognized and two annual personal holidays to be used at the employee’s discretion) Paid Parental Leave + temporary reduced work schedule opportunityFuneral LeaveShort-Term Disability LeaveLong-Term Disability Leave Jury Duty LeaveMilitary LeaveReleased Time for Children’s EducationCommunity Outreach LeaveOther paid leave benefits, as required by state or local law

Our organization offers a level of challenge, responsibility, and creativity for motivated employees who want to grow their careers. We are also committed to employing a diverse workforce and valuing different perspectives, experiences, and talents to improve the company's potential for optimally achieving its business objectives

Reynolds American its affiliated companies is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by applicable law. Only applicants requiring reasonable accommodation for any part of the application and hiring process should contact us directly via email at

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