Executive Assistant – Northampton – Motorsport F1
This is an amazing ongoing contract position for an Executive Assistant and is a unique opportunity to showcase your expertise and skills with a world-leading Formula 1 business in Northamptonshire. You will be a key member within the team, and the person that secures this position will be crucial to the success of this dynamic company on its race/road/hybrid projects.
This role is full-time, Monday to Friday, 8am - 5pm.
What you will do…
Provide comprehensive administrative, organisational, and logistical support to the Advanced Technology Director and the wider AT leadership team, ensuring the smooth operation of the Directorate and contributing to the achievement of department and company goals and objectives.
THEREFORE WE NEED YOU TO…
* Manage the Director’s and Chief Engineers' diaries, coordinating both virtual and in-person meetings across multiple time zones.
* Oversee email management for the Director, flagging key communications and taking action where appropriate.
* Schedule and coordinate meetings, including agenda preparation, minute-taking, and follow-up on action points.
* Organise complex travel arrangements using the company system, including itinerary planning and transfer arrangements.
* Manage and track expenses for the Director using SAP Concur, ensuring accurate and timely processing of claims in line with company policies.
* Track and manage the Director’s and CE’s outstanding actions across the business, providing reports, graphs, and presentations where necessary.
* Support the weekly Faults meetings by producing reports and tracking actions.
* Manage the departmental training budget, providing Team Leaders with regular updates on available funds, upcoming training courses, and conferences. Deliver monthly budget status reports to ensure informed decision-making.
* Anticipate the needs of the senior leadership team and provide support to improve efficiency and productivity.
* Handle general administrative tasks, filing, and document management to support the Director and CEs.
* Maintain the office floor seating plan.
* Develop and update processes to improve workflow and efficiency within the department.
* Custodian of AT internal communications, accountable for the maintenance of AT’s internal intranet pages, and development of news articles and features, liaising with Team Leaders to gather content for internal communications.
* Raise purchase requisitions on SAP.
* Prepare Purchase Order (PO) approval summary and Engineering Change Note (ECN) sign-off activities on behalf of the Director to ensure efficient and timely sign-off.
* Manage departmental stationery supplies and ensure office meeting rooms are well-equipped.
* Download or order standards, technical papers, and books for the company’s Technical Library.
Have experience of…
* Extensive experience supporting senior executives in a fast-paced, high-pressure environment.
* Diary management and travel management systems and processes, including working across multiple time zones.
* Working in a busy, senior administration-based role, managing multiple priorities.
Demonstrate knowledge of…
* Strong organisational and time-management abilities.
* Excellent written and verbal communication skills.
* Proficiency in Microsoft 365 (Outlook, Word, Excel, and PowerPoint).
* Ability to prioritise multiple tasks efficiently in a fast-paced environment.
* Strong attention to detail and accuracy.
* Ability to liaise confidently with internal and external stakeholders at all levels.
* Experience with SAP and SAP Concur preferred.
* Ability to create reports, graphs, and presentations to support business decisions.
Hold these qualifications…
* A business-related degree or equivalent relevant experience.
Be…
* Highly organised, proactive, and resourceful.
* A completer-finisher.
* Discreet, professional, and able to handle confidential information with sensitivity.
* Flexible and adaptable to changing priorities.
* Personable and approachable, with strong interpersonal skills.
* Performance-driven with a solution-oriented mindset and ability to demonstrate initiative to handle tasks without direction.
* Able to work effectively and with diplomacy.
* A professional and welcoming point of contact for visitors, ensuring a positive experience during their visit.
Success in this role will be… (deliverables)
* Meeting personal deadlines and supporting the Senior Leadership team to meet team deadlines.
* Consistently delivering high-quality work with attention to detail.
* Directly contributing to the executive’s ability to focus on strategic initiatives by taking accountability of their administrative tasks.
* Maintaining professionalism under pressure while managing competing priorities.
* Supporting a highly engaged and motivated team.
* Continuously improving administrative processes to enhance efficiency.
What you will need:
* A good level of experience supporting senior-level directorate in a fast-paced environment.
* Flexible own transport as the site is not served by public transport.
What you will get:
* Outstanding contract rate of pay.
* Opportunity to join a multiple F1 championship-winning engineering business with state-of-the-art facilities, including an onsite subsidised restaurant, gym, and parking.
* Easy access to site.
Applications:
Please apply with an updated CV and details of current rate/salary and notice period. If you are shortlisted, you will be contacted prior to submission.
Please note, these positions CANNOT support sponsorship.
If this role is not for you, but you know someone who may be interested, please forward this email to them. We offer a referral scheme.
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