Personal Assistant to Executive Director (Maternity Cover)

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Location: Woking, GB

Job Type: Fixed Term Contract  

Contract Duration: Maternity Cover

Purpose of the Role:

To ensure that the Executive Directors’ working life runs as smoothly and efficiently as possible and therefore enabling him to focus on his responsibilities in the knowledge that all logistics and arrangements have been taken care of in line with Company policy and practices.  As such to be part of providing an efficient and accurate administration support to the Directors and Executive PA function within McLaren Technology Group.

Principal Accountabilities:

  • Provide diary management for the Executive Director as required and assist other team members in diary requirements
  • Coordinating and implementing multiple national and international travel schedules
  • Provide proactive support and management of arrangements, particularly across Grand Prix weekends and as required outside of standard working hours
  • Manage 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
  • Maintain the central Executive Filling systems, archiving, shredding and stationery
  • 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
  • Some European and international travel supporting the Executive Director may be required.
  • Update and maintain telephone lists and contact details
  • Provide support and holiday cover for Executive PA/Admin absence
  • Coordinate and manage Executive Office room bookings and conference calling facilities.
  • Attend Meetings, take minutes and follow up on actions
  • 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

Personal Specification:

  • Has previous experience of delivering a proactive approach to supporting a senior executive in a high performance, fast paced organisation
  • Able to use a variety of IT packages (e.g. Office 2013 - Word, Excel, PowerPoint and Outlook) at intermediate /advanced standard
  • Experience of working within an administrative role with robust administrative skills with the ability to draft documents without guidance
  • Works on own initiative, and is effective when under pressure.
  • 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
  • Can provide a rapid unsocial hours (including weekends) response to meet demand
  • Ability to speak and read Japanese would be highly beneficial

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