Office Manager and PA to the Board

Job title: Office Manager and PA to the Board

W Series, the ground-breaking motor racing championship for female drivers only, is recruiting a PA to the Board and Office Manager, to help provide personal assistance and secretarial support to the Board on W Series business. The ideal person will be curious about working for an exciting start-up business and will have an interest in women’s sport and experience working in support of senior executives and acting as an office manager.  
Purpose of the role:

  • Provide executive and administrative support to the Board  
  • Manage, coordinate and maintain calendar of CEO, Commercial Director and Chairman including appointments, meetings and travel  
  • Responsible for organising the Board members internal and external meetings, ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations.  Preparation of agendas and minutes, where required  
  • In conjunction with Travel Places, be responsible for organising Board travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses  
  • Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk ins, ensuring correct department distribution  
  • Secretarial support for meetings as and when required by the Board, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all at meeting where required  
  • Drafting and writing high quality reports and presentations, as required by the Board  
  • Communicating important updates and information to the W Series staff 

Principal accountabilities: 
1. Board PA  

  • Act as Board Secretary for W Series Board and Committee meetings. This includes but is not limited to preparing meeting agendas, recording meeting minutes, collating board reports and presentations  
  • Communicate meeting reminders and board reports with relevant Board and Advisory Board members including their Assistants.  Confirm meeting venues, arrange refreshments as well as creating and distributing comprehensive minutes including board resolutions to all members post meeting  

2. Office Manager  

  • Work closely with Financial Director and Central Office staff to ensure that office policies and procedures are adhered to  
  • Manage cover for London office during holiday periods and race events, ensuring appropriate cover at all times 
  • Manage any receptionists that may work at London head office  
  • Book travel for race events for all W Series Staff in conjunction with Travel places 

Knowledge, skills and experience: 

  • A strong ability to organise, plan and prioritise tasks   
  • Outstanding communication skills and an innate ability to solve problems  
  • The ability to work with initiative and minimum guidance   
  • An adaptable work style, with the ability to work on various projects at the same time   
  • An eye for detail and accuracy  

Personal attributes  

  • Honest, trustworthy and hard-working 
  • Calm character, who can prioritise work and ensure smooth execution of tasks 
  • Fluency in English – spoken and written  
  • Outstanding levels of professionalism   
  • Have a professional knowledge of all Microsoft Office programmes; experience of infographics, Photoshop, InDesign etc an advantage