Published 1 month ago
Executive Assistant (Technical & Racing)
Full time
Woking, - United Kingdom
Required degree level: Bachelor
1-3 years experience is required

Executive Assistant (Technical & Racing)

Location: Woking, GB

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 essential

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. 

#mclaren #f1

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Executive Assistant (Technical & Racing)
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