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Executive Assistant to Co-Chief Commercial Officer

2 months ago

Woking, Surrey, United Kingdom McLaren Group Full time

Job Summary:

The Executive Assistant to Co-Chief Commercial Officer will provide high-level administrative support to the Co-Chief Commercial Officer and team, ensuring seamless execution of commercial operations and enabling the team to focus on revenue generation.

Key Responsibilities:

  • Provide administrative support to the Co-Chief Commercial Officer, including diary management, meeting coordination, and project assistance.
  • Manage correspondence, screen and redirect emails, and alert important issues as they arise.
  • Access and manage the Co-Chief Commercial Officer's email inbox, create and maintain filing systems, and ensure documents are accessible globally via the company cloud platform.
  • Generate email campaigns for the Co-Chief Commercial Officer to prospects and VIPs.
  • Coordinate and support regular department and cross-department meetings, including scheduling, agenda drafting, and sharing meeting notes.
  • Manage the Co-Chief Commercial Officer's expenses and traveling schedule, including detailed and accurate expense management, proactive communication with travel, and smart scheduling of meetings.
  • Assist with relationship management, including database entry for contacts, drafting, sending, and tracking invitations.
  • Provide proactive support outside of standard working hours, including evenings and weekends.
  • Plan complex external visits and meetings for the Co-Chief Commercial Officer team, including meetings, video conferencing, special experiences, tours, gifting, and catering.
  • Work closely with the Commercial team on prospect database entry and application of functions.
  • Maintain up-to-date knowledge on sales pipeline and support the Co-Chief Commercial Officer with internal memos to key leadership and shareholders.
  • Develop and maintain systems to manage paper and electronic records relating to partners and prospects.
  • Manage archives of information provided by the company's external research partner.
  • Manage database of marketing collateral.
  • Responsible for managing confidential and sensitive information.

Requirements:

  • Advanced Windows, iOS, and Microsoft knowledge.
  • Ability to work within a large team environment.
  • Considerable experience working in an administrative/PA role within a corporate marketing environment.
  • Methodical, organized, and systematic, with a high attention to detail.
  • Demonstrable experience of dealing with people at all levels in a professional manner.
  • Excellent communication skills, both verbal and written.
  • Experience handling and working with confidential information.
  • Ability to multi-task in a fast-paced environment, while managing conflicting priorities.
  • Ability to work outside of typical business hours, including weekends and checking email, phone methodically, and taking action on items that need to be.

Personal Attributes:

  • Excellent organizational and communication skills, comfortable making decisions, being proactive, and working on your own initiative while respecting the need for absolute confidentiality.
  • Ability to understand the relative importance of our day-to-day business needs, building relationships with key people both internally and externally.
  • Attention to detail will be second to none, and you should be one step ahead in thinking what would be required of you in respects to day-to-day planning and preparation.
  • Flexibility in terms of working hours and dealing with unscheduled requests.