HCUK Executive Assistant

HCUK Executive Assistant

Country: United Kingdom 

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, Kia Finance and Genesis Finance brands, providing funding solutions for both Retailers and Consumers.

 

WHAT YOU WILL BE DOING 

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. The MD / DMD are rotated every three years, meaning this role will support alternating individuals over time. The Executive Assistant will be required to deal with a wide range of high-level administrative tasks including company and executive leadership communication, handling confidential HCUK corporate documents and arranging large-scale events for the whole business.

 

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.

 

2. General Administration

Undertake a variety of administrative tasks to ensure the smooth operation of the executive office function. Collate and produce presentations where needed for MD and DMD whilst liaising with key stakeholders for data. Be the primary contact for SCUK for all MD and DMD related queries, always maintaining strict confidentiality.

 

3. Travel Arrangements

Responsible for all travel arrangements and co-ordination of business trips for both MD and DMD. Assist with general employee queries relating to the company travel provider and make bookings for other employees as required. Conduct ad-hoc travel provider reviews to ensure the best quality service and costs for HCUK. Manage the annual contract and invoicing process for any travel providers.

 

4. Events Management

Organise and manage HCUK’s business conferences, including assistance with department conferences, including the logistics of several internal / external meetings. Arrange and manage other company events including but not limited to Lunar New Year, Summer Games, and the End of Year Conference..

 

5. Communication

Produce accurate and timely correspondence for senior management and complete company forms and documentation as required. Develop, coordinate, and circulate general internal and external business communications, for both HCUK and globally, including but not limited to UTB-x and LinkedIn updates.

 

6. Secretarial

Take and distribute minutes of the weekly and quarterly offsite Senior Management Team meetings, and other internal committees or ad-hoc meetings. Arrange or assist (depending on MD / DMD rotation) HCUK’s Board meeting on a quarterly basis with the Santander UK secretarial team. Coordinate the production of HCUK’s Board Packs, arrange and assist creation where necessary, liaising with the Santander UK Secretarial team as required.

 

7. Corporate Culture and Internal PR

Champion core values and company behaviours, including diversity and inclusion, objectives, identify risks, incidents, and breaches, in accordance with company policies and department procedures. Represent the MD / DMD Executive Office as a Privacy Advocate, taking care of information security, EU GDPR and PII data.

 

8. Risk & 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 / DMD Executive Office as a Privacy Advocate, taking care of information security, EU GDPR and PII data.

 

9. Other

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

 

WHAT WE’RE LOOKING FOR 

Key Competencies 

Planning

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 & Negotiating Skills

Must be able to engage with internal and external stakeholders at senior levels to reach mutually beneficial business outcomes.

 

Knowledge & 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 high level planning and organisational skills.
• Can produce accurate 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.

 

Other information 

HCUK employees are currently hybrid working (mixture of home/ office) at HCUK’s head office in Reigate, Surrey. The Executive Assistant will be required in the office 3 days a week.

WHAT WE OFFER 

Remuneration Package

• Salary of £35,000 – £42,000 depending upon experience
• Eligibility for annual bonus, up to 15%.
• 27 days holiday per annum, plus bank holidays and option to take part in flexible holiday scheme.
• Company pension scheme, with generous employer contributions.
• Eligible for a voluntary benefits allowance of £500 per annum payable as cash or otherwise used as a benefit available on the benefit suite.
• Benefits supporting you and the family, such as death in service benefit, income protection.
• Voluntary healthcare benefits at discounted rates such as private medical insurance for individual and family, dental insurance, health care cash plan and health assessments.
• Employee car scheme (through salary deductions).
• Employee assistance programme.
• Enhanced family friendly policies.
• Flexible working opportunities.