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Executive Secretary Developing Specialist

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Executive Secretary Developing Specialist

Posted 24 January 2024
Salary Negotiable
LocationWarwickshire
Job type Contract
Discipline Professional Services
Reference60962_1706112209
Contact NameJessica Price

Job description

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