Executive Assistant

Executive Assistant

Auto.Works, Bideford

Permanent

Who We Are

Auto.Works is a leader in digital vehicle imaging, helping dealers, OEMs, and fleet operators showcase their vehicles with high-quality, automated photo, video, and 360° solutions. Combining advanced hardware with smart software, we make it faster and easier to create professional vehicle content at scale. With a culture driven by innovation, collaboration, and industry expertise, Auto.Works is shaping the future of how vehicles are presented and sold online.

The Role

We are seeking a highly organized, proactive, and technically minded Executive Assistant (EA) to provide comprehensive administrative and support to our Senior Management Team (SMT). This is a pivotal role requiring exceptional organizational skills, discretion, and the ability to grasp technical concepts quickly to help facilitate the smooth operation of the business.

Key Responsibilities

Administrative and Operational Support

• Manage complex calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate and arrange domestic and international travel logistics (flights, accommodation, transfers, visas, itineraries).
• Prepare and process expense reports, purchase orders, and invoices, ensuring adherence to company policies.
• Draft, edit, and proofread professional correspondence, reports, presentations, and other confidential documents.
• Organize and maintain filing systems (both digital and physical) for quick and efficient retrieval of key information.

SMT and Board Support

• Prepare comprehensive agendas, materials, and presentations for SMT meetings, board meetings, and key stakeholder reviews.
• Attend meetings, accurately recording detailed minutes, key decisions, and action items.
• Track and follow up on action items to ensure timely completion by relevant team members.
• Act as a professional liaison between the SMT, employees, clients, and external partners, managing incoming communications and prioritizing urgent matters.

Technical and Business Insight Support

• Assist the SMT in reviewing and summarizing technical reports, market analyses, and project documentation related to imaging hardware and software.
• Leverage existing technical/photography experience to better understand and contextualize the challenges and opportunities within the business (e.g., understanding sensor specs, light conditions, and software application in an automotive context).
• Facilitate communication between the SMT and the engineering/development teams and suppliers, helping to translate high-level technical goals into actionable administrative support.

Required Skills & Experience

• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting Senior Management or C-level executives.
• Exceptional written and verbal communication skills, with a keen eye for detail and professional demeanor.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and standard remote meeting platforms.
• Demonstrated ability to handle confidential information with the utmost discretion and integrity.
• Strong organizational skills and the ability to manage multiple priorities simultaneously in a fast-paced environment.

Preferred Skills & Experience

• Previous experience working within an engineering, manufacturing, or technology-focused business, ideally in the automotive sector.
• Technical Aptitude/Experience: A working knowledge or passion for photography, imaging technology, optics, or basic software concepts (e.g., understanding ISO, resolution, focal lengths). This could be from previous employment, relevant education, or a serious hobby.
• We are seeking a highly organized, proactive, and technically minded Executive Assistant (EA) to provide comprehensive administrative and support to our Senior Management Team (SMT). This is a pivotal role requiring exceptional organizational skills, discretion, and the ability to grasp technical concepts quickly to help facilitate the smooth operation of the business.
• Experience with project management tools (e.g., Asana, Trello, Jira) is a plus.
• Experience with software tools Xero and Pipedrive is a plus

Why Join Us?

You will be joining a dedicated team at a time of exciting growth. This role offers the opportunity to be at the heart of the business, directly supporting the strategy and execution of cutting-edge technology solutions for a major industry. We offer a competitive benefits package and a supportive, collaborative work environment.

Job Types: Full-time, Permanent

Work Location: In person