Executive Assistant to Cco

7 months ago

Woking, United Kingdom McLaren Racing Full time

At McLaren Racing, we believe only by chasing performance in everything we do can we give ourselves the best chance of success. Performance on track and in the factory. Performance for our people, our business and our partners. It’s about more than winning. It’s about hitting the highest standards, and then raising the bar again.

**Purpose of the Role:
Supporting our Chief Communications Officer, you’ll strive to ensure their working days run as efficiently as possible, enabling them to focus on their responsibilities in the knowledge that all administration, logistics and arrangements have been taken care of.

**Principal Accountabilities**:

- Provide diary management for the Chief Communications Officer and other senior leaders, ensuring diary management for ever-changing diaries using international time zones.
- Provide proactive support and management of arrangements.
- Manage extensive travel logistics across our race series together with general business travel such as media events.
- Management of internal and external events and projects, including the annual F1 car launch, charitable fundraisers, team socials and highly confidential projects on behalf of the Exec team.
- 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.
- Management of the team’s reporting process, ensuring Board reports are completed and reviewed in good time ahead of deadlines.
- Overseeing the departmental budget on behalf of the Chief Communications Officer and working closely with our Finance Partner to ensure we are aligned on future projects and predicted spend.
- Minuting various C-suite & SLT meetings, distributing and following-up on actions.
- Liaison with Media outlets, Broadcasters, Journalists, Shareholders & McLaren's international offices to coordinate meetings/media interviews/conference calls. Ensuring the set-up of 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.
- Coordinate and manage meetings and communication with media, partners and other external parties.
- Coordination of the onboarding process for new starters within the team and ensuring training is in place for new systems/processes.
- 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.
- General administration and office maintenance duties, including assistance with specific admin tasks related to Communications department
- Maintain strong working relationships with McLaren Racing teams and other business functions.
- Providing holiday support to other Executive Assistants within the business.

**Knowledge, Skills and Experience**:

- Proven experience as an Executive Assistant in a high performance, fast paced organisation, supporting at C-Suite level.
- Experience within a marketing or communications company is preferable.
- Proactive approach to situations and uses initiative to resolve issues or improve processes, being comfortable challenging working practices or priorities where improvements can be made.
- Proven experience of delivering work to a high standard and within a short timeframe.
- 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.
- High attention to detail.
- Use of other digital/IT packages.
- A proactive approach to supporting senior executives.

**Personal Attributes**:

- Uses own initiative and offers solutions to problems or improvements to processes where required.
- Demonstrating confidentiality, discretion and integrity in all things.
- 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.

**What can McLaren offer?**

We constantly strive to be better tomorrow than we are today. Our ambition is to be the most pioneering and exhilarating racing team in the world, and our collective task is to set the standards for high performance in sport. We show up every day with energy and enthusiasm, ready to play our part.

We encourage and support diversity, equity and inclusion. We will actively promote a culture that values difference and eliminates discrimination in our workplace.

McLaren Racing is based at the iconic McLaren Technology Centre (MTC) near Woking. Our state

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