General information

Job Title
Executive Assistant - Finance
Ref #
16016
Date
Wednesday, May 11, 2022
Country
United Kingdom
Location
Woking
Business area
Management Team
Department
Management Team
Position level
Qualified
Working time
Full Time
Contract type
Permanent
Working pattern
9am - 6pm Monday to Friday

Description & Requirements

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.

With innovation at the core of all we do, every challenge starts with the same question. How can we do it better? This restless spirit runs right through McLaren Automotive. And the search for perfection is evident in everything we do.

Purpose of Role

The key purpose of the Executive Assistant role is to provide first-class administrative and logistical support to multiple Directors and to ensure operational demands are met for the smooth running of the 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
  • 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), 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) 
  • Event Management – full responsibility to run multiple complex internal and external events, conferences, Town Halls, Team Meetings.  Collating PowerPoint presentations, sending out invitations, guest lists, catering and AV requirements.  Booking Boulevard and MPC tours, transfers.
  • Travel Coordination (Egencia - national and international, flights, accommodation, car hire/transfers, booking McLarens for vehicle maturation, preparing itineraries, COVID Test booking, passenger locator forms 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
  • Assist the FD with Board Report preparation as required
  • Central point of contact at MTC for Office Coordination duties -ordering and re-filling stationery across all areas of MAL – continuing upkeep of business cards, headed paper/comp slips etc, paper, binding/post room maintenance, reporting facilities maintenance issues.    Working closely with the satellite offices (Motorsport, MSO) to ensure synergies across the buildings

Knowledge, Skills and Experience
  • 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
  • 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
  • Proactive in actioning items and following up on outstanding action points
  • Ability to prioritise accordingly whilst multitasking
Personal Attributes
  • 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