Executive Commercial Team Assistant

The Assistant to the Commercial Directors is the linchpin that keeps the Commercial team running smoothly. This role provides high‑level administrative and organizational support to the Directors, enabling them to focus on strategic priorities by expertly handling scheduling, communications, and coordination. In a fast‑paced, high‑performance environment, the Assistant ensures that nothing falls through the cracks – from meeting preparations to follow‑ups – and often serves as an initial representative of the Commercial team to both internal colleagues and external partners.

By being a reliable right hand to the Directors, this role indirectly contributes to McLaren’s commercial success through enhanced efficiency, communication, and professionalism in the department's operations.

• Calendar & Schedule Management:
  Manage the Directors schedule with precision, prioritising and orchestrating a packed calendar of meetings, travel, and events. Proactively resolve conflicts, ensure preparatory time for critical meetings, and include buffer times as needed. Coordinate across global time zones, given the international scope of Commercial, so that key participants can be available. Keep the Directors informed of upcoming commitments and deadlines, providing context where necessary.
• Meeting Coordination & Support:
  Arrange and facilitate key meetings for the Commercial team – from one‑on‑one catch‑ups to large leadership team meetings. This includes scheduling attendees, booking meeting rooms or conference lines/Teams calls, preparing or requesting agendas, and compiling necessary briefing materials beforehand. For important recurring meetings (e.g., monthly sales reviews, quarterly business updates), ensure there is a standard process to gather slides/reports from contributors, and assist in putting together the final deck or briefing book.
  
  May also attend meetings to take minutes or note action items, and subsequently distribute summaries and track follow‑ups.
• Travel & Event Logistics:
  Plan and organise complex travel itineraries for the Directors (and occasionally other team members) for meetings, dealer visits, or global events. This includes flights, accommodations, ground transport, and building in any special requirements (e.g., time for site visits or personal preferences). Prepare comprehensive trip agendas with all relevant details (confirmation numbers, contact persons, maps). If the Directors are attending events (like motor shows or client events), coordinate registration, passes, and any required materials or briefing notes about attendees/UHNW clients expected.
• Office & Team Coordination:
  Serve as the operational hub for the Commercial leadership team. Set up regular staff meetings or huddles, and manage the cadence of reports or updates the Directors expect from direct reports. Help new team members in the leadership circle get oriented (ordering equipment, system access, introductions). Keep track of the team’s important dates and deadlines (budget submissions, board report due dates, performance review cycles, etc.)
  
  and gently remind or assist the Directors in ensuring the team meets them. May also handle some budget or expense tracking for the department, processing invoices or expense reports for the Directors accurately and on time.
• Special Projects & Support:
  Take on ad‑hoc projects that require strong organisational skills. For example, planning an offsite strategy workshop – handling venue, catering, materials, attendee communications, and agenda in conjunction with the Directors. Or gathering data across departments for a one‑time analysis the Directors are doing – acting as a point person to collect and compile information. Sometimes, conduct preliminary research (e.g., background on a potential partner ahead of a meeting) or prepare a brief summary to equip the Directors.
• Liaison & Representation:
  Build and maintain positive working relationships with other EAs and executives across McLaren, as well as external partners' offices. Often, the EA‑to‑EA line is key to scheduling top‑level meetings or resolving issues swiftly. Represent the Directors with professionalism…