Personal Assistant – 36203409 (982)

As a Personal Assistant based in Warwickshire, you will provide high-level executive support to the Vehicle Engineering Director and their leadership team. Your role will involve managing complex diaries, coordinating travel and expenses, organising events, and delivering efficient administrative services such as document management and minute-taking. You will act as a key liaison between internal teams and external contacts, ensuring smooth communication. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment, with strong communication and Microsoft Office skills. Experience in the automotive industry and familiarity with finance and travel systems (e.g., SAP, Concur) are advantageous.

The Opportunity

To provide exec assistant support to the Vehicle Engineering Director, their first line leadership team and the VAVE Business Office delivering excellent customer service and key business processes.

You will be an active contributor, delivering timely and efficient planning and administrative duties to support the leadership team. You will need to be creative and proactive in your delivery and adaptable in working style to a variety of daily challenges

Key Accountabilities and Responsibilities

• Provide administrative support to Vehicle Engineering Director, with complex diary co-ordination and management
• Leading timely processing of approvals and supporting forward planning, travel & expense organisation for Vehicle Engineering Director and their first line leadership team
• Planning and executing events - booking meeting rooms, venues, catering and general events logistics
• Provide administrative support on the maintenance of documentation to enable effective delivery of team objectives, including forward reviews and briefing documents
• Acting as a point of contact for the team and wider business on general departmental queries
• Building your network and liaison with colleagues and external contacts to book travel and accommodation
• Organising and storing paperwork, documents and computer-based information
• Attending meetings, taking minutes and circulating notes where required

Knowledge, Skills and Experience
Essential:

• Previous experience working in an executive assistant/personal assistant/administration role
• Analytical and problem-solving skills
• Proven ability to work in a fast-paced, changing organisation
• Detail oriented with good organisational and time management skills
• Strong written and verbal communication skills
• Excellent IT skills - particularly with Microsoft Office
• Confidentiality when dealing with sensitive information

Desirable:

• Proven track record of demonstrating logic and analytical thinking
• Existing knowledge of working with finance processes, venue booking and purchasing systems (e.g SAP, SAPConcur for Expenses & Travel)
• Experience of managing international visa process through travel agencies

Personal Profile
Essential:

• A good team player who is able to work to predefined procedures and help to develop and share better ways of working
• An individual with a customer focused approach
• An individual with the ability to prioritise their workload
• An individual with the ability to make timely decisions in line with agreed procedures and escalate as appropriate
• Resilient and enthusiastic, an individual able to deliver results under pressure
• Self-starter who is willing to pick up and learn unfamiliar tasks

Desirable:

• Experience of working in Automotive OEM or Tier 1 supplier is desirable