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Administrative Assistant, Engineering

Indianapolis, Indiana, United StatesIndyCar

Job description

Arrow McLaren is the McLaren Racing IndyCar team located on the West side of Indianapolis. By joining our team, you’ll be part of an exhilarating racing program that aims to set the standard for high performance in sport. Our values define what matters most to us:

Innovative – Respectful – Inclusive – Energetic – Brave

Every day, we want members of this team to come to work with a simple goal in mind: Build better race cars and develop better ways to go racing.

Focus on the process, enjoy the process of continual improvement and the results will take care of themselves.

Purpose of the Role: The role of the Administrative Assistant to Engineering, is to maximize the operational efficiency of the engineering group. This is accomplished by leading communication, time management, and group interaction, effectively operating at the hub of the engineering team.

Organizational Structure:

  •  Reports to Performance Director
  •  Liaison with Trackside, Software, Vehicle Dynamics, Aerodynamics, Design, Systems, Data/Strategy and IT engineering groups

Principal Accountabilities:

  • Meeting agendas, note taking, coordinating accountabilities, and follow-up where necessary
  • Create and cascade the technical team’s communications to maintain clear understanding of goals and logistics resulting from meetings
  • Creating documentation, reports, uploading them onto company systems, printing and distribution
  • Assisting with the set-up of office Managers meetings, including booking meeting rooms, catering, AV and confirming details with attendees in a timely manner
  • Opening, acknowledging and coordinating responses to e-mail inquiries to shared Company inbox, and Directors as requested
  • Maintain confidentiality of the business operations, to include visitors, and other proprietary information
  • Proactively engaging or owning/writing standard operational protocols, guidelines and procedures
  • Provide back-up support and PTO cover for other administrative professionals in their absence within the team
  • Identify and recommend operational efficiencies
  • Manage logistics of engineering tests and operations, which may include car rentals, air travel, and hotels
  • Aid in resource planning and project management
  • Understand interactions between functional groups
  • Contribute engineering expertise across the team

Job requirements

Knowledge, Skills and Experience:

  •  Bachelors degree ideal, not required
  • Minimum 3 years’ administrative experience in a high performance, fast-paced organization
  • Proven background supporting a technical or engineering environment ideal
  • Experience working for an amateur or professional sports organization, motorsport, or a similar type of travel team environment preferred
  • Experience managing calendars or schedules for multiple stakeholders
  • Strong interpersonal skills
  • Meticulous attention to detail
  • Effective communication, both written and verbal
  • Ability to travel to race and test events

Total Rewards:

  • Comprehensive Medical, Dental, & Vision benefits
  • 401(k) Retirement match
  • Voluntary life, short-term and long-term disability benefits
  • Annual bonus plan
  • Competitive time off plan
  • Company discounts, including kit apparel

Arrow McLaren is committed to equal employment opportunity. All applicants will receive consideration for employment without regard to age, disability, ethnicity, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status or condition protected by applicable federal, state, or local laws.