Background
No restraints. No limitations. We don’t simply push boundaries. We completely rethink them. McLaren Automotive exists to create breath-taking performance road cars.
It takes a community to do what we do. A diverse group of people with many areas of expertise, united by their passion to deliver visionary products and set new benchmarks.
McLaren Automotive commits to equal opportunity for all. Diversity, Equality and Inclusion is at the heart of our impact, it drives our innovation and enables us to truly create something special. Join us on our journey.
Purpose of Role
The key purpose of this Executive Assistant role is to provide first-class administrative and logistical support to the Chief Procurement Officer and his first line (3 Directors), to ensure operational demands are met for the smooth running of the Purchasing and Supply Chain office in an efficient and cost-effective way.
The candidate will be a multi-tasker, successfully manage multiple Senior Directors and work in a fast-paced environment under pressure. The candidate is able to build, maintain and nurture relationships as well as act as a central point of coordination and communication. The candidate will be proactive and efficient in ensuring that day to day running of the office is achieved and delivered, with effective administrative, organisational, logistical and analytical support.
The candidate will be a role model and demonstrates living the McLaren Automotive values and act as a professional brand ambassador.
Principal Accountabilities
Supporting the Chief Procurement Officer
- 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 Supplier Partner Summit (annual), logistics, organisation of materials, presentation, catering etc.
- Occasionally 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 both Executive 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
Knowledge, Skills and Experience
3-5 years experience as an Executive Assistant at Executive Director level and the ability to manage multiple Directors.
Behaviours
- 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
Personal Attributes
- 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