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Executive Assistant

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McLaren Automotive Ltd

3mo ago

  • Job
    Full-time
    Senior Level
  • Customer Relations
    People, HR & Administration

AI generated summary

  • You must maintain confidentiality, assist multiple directors, thrive in a fast-paced environment, work well with stakeholders, show determination, be adaptable, and foster positive team relationships.
  • You will manage calendars, coordinate travel, organize events, handle expenses, create presentations, address IT issues, and support the assistant team as needed.

Requirements

  • To be able to maintain the highest level of confidentiality due to the nature of sensitive data in an Exec office.
  • Able to successfully assist a team and multiple Senior Directors at a time.
  • Ability to work in a fast-paced environment.
  • Able to work effectively at all levels within an organisation.
  • Able to work effectively with internal and external stakeholders.
  • Demonstrate tact and diplomacy in all professional relationships.
  • Must be able to exhibit determination and commitment to achieving results.
  • Have an aspiration to develop themselves through training.
  • Unflappable, resilient, able to work at a fast pace, forward thinker.
  • Accepts responsibility and feedback and takes action when delivery and quality of work is not met.
  • Has good relationships with other team members and key stakeholders, making positive contributions in team settings that keeps team and personal energy levels in a good place.

Responsibilities

  • Diary (& Inbox) Management (meeting scheduling - accept/decline/propose new, booking meeting rooms, AV/IT equipment set up, catering (raising PO, chasing it through system, GR (goods receipt)), booking guests in via Envoy, hosting and chaperoning guests, collating and distributing agendas and presentations, following on actions and minutes on Directors behalf. Attending meetings to take action notes/minutes where possible)
  • Management of the senior management meetings - agenda, materials and meeting requirements - involving significant liaison with shareholders offices
  • Management of few large events, eg Partner Summit (annual), Town Halls, logistics, organisation of materials, presentation, catering etc.
  • Administration / creation of presentations, calculation sheets
  • Travel Coordination (Egencia - national and international, flights, accommodation, car hire/transfers, booking McLarens for vehicle maturation, preparing itineraries, and visa applications)
  • Expenses (Concur –prepare monthly expense returns for both cash and credit card expenses for Directors)
  • General Administration (Raise Requisitions, Purchase Orders, receipting, SAP, budget control and headcount monitoring, contract arrangements for Suppliers, sourcing NDAs, office move support with HR and IT, holiday and SAP approvals on behalf of our directors)
  • Ad hoc projects as required by Directors.
  • Relationship management, FM, AV support, IT and Catering supplier
  • IT – first point of contact for the department IT issues - raising AVA requests for executives, directors, boardrooms, and meeting rooms.
  • Support and cover the wider Assistant team during holiday, sick days.

FAQs

What is the main purpose of the Executive Assistant role?

The main purpose of the Executive Assistant role is to provide first-class administrative and logistical support to a C-Suite Executive and their Directors, ensuring the smooth running of their office efficiently and cost-effectively.

What are the key accountabilities for this position?

Key accountabilities include diary management, senior management meeting management, travel coordination, expense preparation, general administration, and relationship management with various stakeholders.

How many Senior Directors will the Executive Assistant support?

The Executive Assistant will support a C-Suite Executive and 2-3 Directors.

What skills are necessary for this role?

Necessary skills include maintaining confidentiality, working effectively in a fast-paced environment, managing relationships with stakeholders, demonstrating tact and diplomacy, and a commitment to achieving results.

What personal attributes are preferred for candidates applying for this position?

Preferred personal attributes include being unflappable, resilient, forward-thinking, accepting responsibility and feedback, and maintaining good relationships with team members and key stakeholders.

Will I be required to attend meetings and take minutes?

Yes, attending meetings to take action notes and minutes as needed is part of the role.

Is travel coordination a part of the job responsibilities?

Yes, travel coordination, including booking flights, accommodation, and arranging itineraries, is a key responsibility of the Executive Assistant.

Does this role involve managing events?

Yes, the role includes managing large events, such as the Partner Summit and Town Halls, involving logistics, organization of materials, and catering.

What software or tools are required for this position?

The position requires familiarity with tools such as Concur for expense management, Envoy for guest management, and SAP for various administrative tasks.

Is there an opportunity for professional development in this position?

Yes, the company encourages aspiring candidates to develop themselves further through training and professional opportunities.

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McLaren Automotive Ltd

Born and raised on the track, we create the most advanced performance cars in the world.

Automotive
Industry
1001-5000
Employees
1989
Founded Year

Mission & Purpose

McLaren Automotive is entering a new era as it seeks to expand and build on its expertise. To succeed is about more than technology, it is about people. There is now an exceptional opportunity for talented individuals to join McLaren Automotive, share in our vision.