Purpose of the Role:
You’ll be supporting the Technical Director, Racing Director and key departmental stakeholders to ensure their working days run as smoothly and efficiently as possible, enabling them to focus on their responsibilities in the knowledge that all logistics and arrangements have been taken care of.
Principal Accountabilities:
- Provide diary management as required
- Provide proactive support and management of arrangements
- Manage travel logistics, including car transfers and chauffer bookings
- Opening, acknowledging and co-ordinating responses to post and e-mail enquiries
- Provide an effective professional response to all visitors and enquiries by phone and face-to-face
- Monthly expense reconciliation
- Follow administrative systems/processes to support the operation of the business, including assistance with sign off requirements and coordination
- Assisting with the set-up of office Managers meetings, including booking meeting rooms, catering, AV and confirming details with attendees in a timely manner
- Creating presentations, reports, uploading them onto company systems, printing and distribution
- Update and maintain telephone lists, email lists and contact details
- Work as part of a team across the McLaren Group to help ensure delivery of McLaren Group company goals, as well as McLaren Racing
- Provide support and holiday cover for PA/Admin absence within the team
- Coordinate and manage Executive Office and Mission Control room bookings and conference calling facilities
- Working as part of a team to assist in events including preparation of invites and information documentation, managing attendees, distributing tickets and assisting in duties at the event
- Coordinate and maintain the seating plan across all functions of Racing, including new starters, leavers, internal moves, and graduate/summer placements
- Maintain the archiving and scanning of documents and drawings
- General administration and office maintenance duties, including assistance with specific admin tasks related to technical departments
- Maintain strong working relationships with McLaren Racing teams and other business functions
- Coordinating aspects of governing bodies (FIA) communications and working group information within the team.
- Proactively engaging or owning technical group operational protocols, guidelines and procedures.
Knowledge, Skills and Experience
- Proven experience as a Executive Assistant in a high performance, fast paced organisation
- Experience within a technology or engineering company is preferable
- Proactive approach to situations and uses initiative to resolve issues or improve processes
- Can be flexible to provide support at often unsociable hours, including evenings and weekends
- Diary management for multiple senior stakeholders
- Able to use MS Office to a high standard
- Use of other digital/IT packages
- Experience of working within an administrative role with robust administrative skills and the ability to draft documents without guidance
Personal Attributes:
- A proactive approach to supporting senior executives
- Uses own initiative and offers solutions to problems or improvements to processes where required
- Effective and unflustered under pressure
- Has a proactive and resourceful approach
- Digitally minded
- Ability to maintain confidentiality
- Must be able to prioritise a demanding workload whilst keeping in control
- High attention to detail
- Strong communication skills and confident dealing with employees and visitors at all levels
All employees must ensure compliance with the Company Health and Safety Policy, and all relevant other statutory Health and Safety legislation.
This job description may not detail some minor duties allocated to the post holder, nor cover duties of a similar nature, commensurate with the role, which may from time to time be reasonably required by the relevant manager.