Executive Assistant

3 weeks ago

Coventry, United Kingdom Lotus Tech Creative Centre Full time

Are you a proactive and detail-oriented professional with strong Mandarin language skills? Are you ready to play a pivotal role in ensuring the seamless operation of our dynamic automotive design studio? If so, we have an exciting opportunity for you

At Lotus, we're at the forefront of creativity and innovation. Our Head of Studio leads a team of visionaries and World class design professionals, and we're looking for a talented individual to provide essential business and administrative support to help our studio thrive.

**Key Responsibilities**:
As our Executive Assistant, you will:

- Manage Priorities: Skilfully handle the Head of Studio's calendar, assessing appointment priorities and making necessary adjustments.
- Travel Coordination: Efficiently manage travel arrangements and itineraries as required.
- Correspondence: Process incoming and outgoing correspondence promptly and professionally.
- Global Collaboration: Liaise with colleagues in China and across the business on various projects, tasks, and requests.
- Database Management: Maintain up-to-date contact lists and relationships.
- Information Requests: Handle requests for information with efficiency and timeliness.
- Research Support: Assist in research and follow-up on matters within the Head's purview, ensuring responses are obtained as needed.
- Document Production: Prepare letters, documents, and presentations, providing translation support for important materials.
- Meeting Organization: Organize and schedule meetings, ensuring the Head is well-prepared with agendas and meeting notes.
- Event Planning: Organize events and activities when required.
- Visitor Relations: Meet and greet visitors, both local and international, regardless of their seniority level.
- Language Proficiency: Act as a Mandarin translator and advisor when necessary.
- Occasional Travel: Be prepared for occasional travel to other locations or destinations.

**Qualifications, Knowledge & Experience**:

- Degree or Equivalent Qualification
- Previous Experience: Experience in a similar role at a similar level is desirable but not essential.
- Diary Management: Familiarity with electronic diary management is desirable.
- IT Proficiency: Strong working knowledge of Microsoft Word, Excel, and PowerPoint.
- Confidentiality: Experience managing highly confidential information in compliance with relevant regulations.
- Team Coordination: Evidence of supporting a team and coordinating administrative activities.

**Skills & Abilities**:

- Pragmatic Approach: Ability to implement tasks with a sense of urgency and focus under pressure.
- Mandarin Speaker: Essential due to extensive interaction with the wider business.
- Meticulous and Tenacious: Attention to detail, persistence, and tenacity are key.
- Communication Skills: Excellent interpersonal and communication skills, both written and verbal.
- Bilingual Skills: Strong bilingual skills, ideally in Mandarin and/or Cantonese.
- Planning & Organizing: Strong planning skills and proactive problem-solving abilities.
- Time Management: Efficiently manages time and priorities.
- Initiative: Ability to identify improvements and implement changes independently.
- Proactive: Takes initiative and works independently when needed.

Personal Qualities / Aptitudes:

- Proactive: Able to work proactively and solve problems.
- Continuous Learning: Willingness to learn and understand creative and design processes.
- Commitment: Strong commitment and work ethic to maintaining quality standards.
- Flexibility: Flexibility in approach and the ability to change direction as needed.
- Reliability: Dependable, delivering on time and in full.
- Self-Motivated: Self-driven and motivated to excel.
- Team Player: Able to work within and contribute to a high-performing team.
- Discretion: Absolute discretion due to the confidential nature of the role.

**Why Lotus?**

Joining our team means being part of an innovative and dynamic studio where creativity knows no bounds. You'll have the opportunity to make a real impact, supporting the Head of Studio in shaping the future of our business.

Lotus Tech is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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