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Executive Assistant – Maternity Cover

  • Type: Contract
  • Location: Reigate, Surrey
  • Posted: 12 days ago

Background

Hyundai Capital UK Ltd (HCUK) is a joint venture company established by Santander Consumer UK and Hyundai Capital Services Korea in 2012. It operates under the Hyundai Finance and Kia Finance brands, providing funding solutions for both Retailers and Consumers.

Job Purpose

The key purpose of the role is to provide a comprehensive administrative support to the Managing Director (MD) and Deputy Managing Director (DMD) of HCUK. This position is expected to be held from September 2021 to January 2023 and will be based at HCUK’s offices in Reigate, Surrey.

Key Accountabilities

1. Management Support

(i) Ensure the smooth and effective running of the MD and DMD diaries through managing conflicting priorities with limited referral to management and by proactively responding to the changing needs of the business by arranging, cancelling and re-arranging meetings and events.

(ii) Directly manage the expenses for the MD and DMD, both personal and corporate and submit monthly information to finance division.

(iii) Providing Expat Management with personal support i.e. relocation process including temporary housing and health care services.

2. General Administration

Undertake a variety of administrative tasks to ensure the smooth operation of the office function. Collate and produce presentations where needed for MD/DMD whilst liaising with key stakeholders for data.

3. Travel Arrangements

Responsible for all travel arrangements and co-ordination of the business trips for both MD and DMD. Conduct ad-hoc travel provider reviews to ensure the best quality service and costs for HCUK.

4. Events Management

Organising and managing HCUK’s business conferences, including assistance with department conferences. Management of any other major events including logistics of internal/external meetings.

5. Communication

Produce accurate and timely correspondence for senior management, plus complete company forms and documentation, and coordinate and circulate general internal and external business communications for both HCUK and globally.

6. Secretarial

Minute taking of the weekly Senior Management Team meeting and other internal committees or ad-hoc meetings when required. Provide occasional cover for Santander Consumer UK executive secretary team where necessary. Arrange HCUK’s Board meeting on a quarterly basis with the SanUK secretarial team.

7. Risk and Compliance

In line with the company’s risk and compliance statement of responsibility and objectives, identify risks, incidents and breaches, in accordance with company policies and department procedures. Represent the MD Executive Office as a Privacy Advocate, taking care of information security, EUGDPR and PII data.

8. Other

Carry out any other tasks from time to time as may reasonably be requested by line management.

Key Competencies

- Planning and Organisation

Must have sound planning skills and be capable of effectively maintaining and managing diary space for senior management, prioritising meeting requests and the managing the delivery of events and conferences.

- Communication

Must possess excellent written and verbal communication skills and be able to effectively communicate with and present to both internal and external stakeholders across all business levels.

- Teamwork

Must be an excellent team player, able to establish strong working relationships with stakeholders, colleagues and business partners.

- Time Management

Must display sound time management skills by performing all activity within prescribed timeframes through the effective prioritisation of actions across multiple tasks.

- Influencing and negotiating skills

Must be able to engage with internal and external stakeholders in order to reach mutually beneficial business outcomes.

Required Experience

Given the scope of this position it is essential that the job holder has the following experience:

  • Has worked previously within a role that required prestige planning and organisational skills
  • Can produce sound working documentation and presentations
  • Has worked in an organisation where multiple stakeholder management was common or where exposure to an international as well as domestic business operation existed

In addition to the above, it is expected that any candidate is able to display good communication skills, can exhibit the ability to make sound decisions when working under pressure, can work on their own initiative, has excellent interpersonal skills and is comfortable and confident when dealing with Board-level management.

Education

  • Has the appropriate level of education or can display significant relevant experience

Other Information

  • This is a fixed term contract for a maternity leave cover, for circa 17 months
  • Post COVID-19, some international as well as domestic travel may be necessary from time to time

Remuneration Package

  • Base salary range of £30,000 - £34,000
  • Eligibility for quarterly bonus, based on company and individual performance
  • Competitive company pension scheme
  • 27 days holiday, exclusive of bank/ public holidays
 

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