Executive Secretary Developing Specialist

Position Title: Personal Assistant (PA)

Duration: 12 Month Rolling Contract

Location: Whitley / Gaydon

Division: Powertrain

Rate: 15.80 Umbrella Rate INSIDE IR35

Position Description

• This role is pivotal in providing central co-ordination to Propulsion Director.
• The position will be an active member of the Propulsion function and will deliver timely and efficient maintenance of a range of duties.
• The candidate will need to be proactive in their delivery and have an adaptable working style to deal with daily challenges.
• This role coordinates and manages the operational review cadence to ensure that the correct governance is followed and that actions/decisions are accurately recorded and cascaded.
• Act as an interface between the different functions within the creative organisation and cross-functional chapters, working closely with the Business support positions, functional Leaders and external contacts, understanding how their work impacts the function's deliverables.
• Must be self-motivated and have an interest in identifying opportunities to drive the functions process efficiencies.
• A strategic mind-set is essential, having awareness of design and wider business strategies and how they impact the Director and the wider function's objectives.

What You'll Be Responsible For

• Diary management - prioritising the Director's time and ensure they are sufficiently briefed.
• Attend team meetings as required, noting and following through on all actions until complete
• Responsibility for compiling all daily files and approvals in a timely and quality manner
• Creation and management of Director's expenses and approval of first line
• Provide direction to Director on priorities, to include supporting paperwork, deadlines etc with recommendations
• Manage Director's emails and tasks until complete, prioritising and delegating where necessary, flagging up immediate and urgent concerns and acting accordingly
• Represent the company to externals in a professional, courteous, and knowledgeable fashion, face to face, either through written communication or in clear and concise manner by phone.
• Arrange team meetings/ town halls / away days as appropriate and directed to, adhering to company policy and procedures.
• Provide holiday cover for wider team as required
• Work cross functionally with other business support/ co-ordinators to share information and build synergies in ways of working to ensure the latest information is always available.

What You'll Need

Essential:

• Live our Creators Code and ensure all interactions work towards a successful outcome
• Strong computer skills to include excel, word and PowerPoint etc.
• Excellent communication skills - both written and spoken
• Agile and flexible approach to change - adapting last minute business priorities
• Strong ability to organise Director tasks, to ensure objectives are met, making recommendations where appropriate
• Strong project management capabilities with excellent execution skills and the ability to multitask
• A proactive approach, always looking ahead and ability to see beyond the short-term immediate tasks, providing recommendations and suggestions, looking at the bigger picture.
• Able to negotiate/influence at all levels within the organisation
• Highly organised with meticulous attention to detail
• Ability to work in a fast paced environment, and have a proactive approach to change
• Ability to react quickly and efficiently to last minute requests, understanding wider implications for the business.
• Resilient and enthusiastic, an individual able to deliver results under pressure, whilst responding constructively to challenging new ideas and inputs
• Self-motivated, passionate and co-operative with a can-do attitude

3 Essential Skills Required

• Strong computer skills to include excel, word and PowerPoint etc
• Strong ability to organise Director tasks, to ensure objectives are met, making recommendations where appropriate
• Highly organised with meticulous attention to detail

Experience and Qualifications Required

• Strong computer skills to include excel, word and PowerPoint etc.
• Excellent communication skills - both written and spoken

Additional Information:

• This role will work across Whitley and Gaydon so the ideal candidate will need to be able to commute to both sites