Job Description

Executive Assistant

Auto.Works, Bideford

Permanent

Who We Are

Auto.Works is a leader in digital vehicle imaging, helping dealers, OEMs, and fleet operators showcase their vehicles with high-quality, automated photo, video, and 360 solutions. Combining advanced hardware with smart software, we make it faster and easier to create professional vehicle content at scale. With a culture driven by innovation, collaboration, and industry expertise, Auto.Works is shaping the future of how vehicles are presented and sold online.

The Role

We are seeking a highly organized, proactive, and technically minded

Executive Assistant (EA)

to provide comprehensive administrative and support to our Senior Management Team (SMT). This is a pivotal role requiring exceptional organizational skills, discretion, and the ability to grasp technical concepts quickly to help facilitate the smooth operation of the business.

Key Responsibilities

Administrative and Operational Support

Manage complex calendars, including scheduling internal and external meetings across multiple time zones. Coordinate and arrange domestic and international travel logistics (flights, accommodation, transfers, visas, itineraries). Prepare and process expense reports, purchase orders, and invoices, ensuring adherence to company policies. Draft, edit, and proofread professional correspondence, reports, presentations, and other confidential documents. Organize and maintain filing systems (both digital and physical) for quick and efficient retrieval of key information.

SMT and Board Support

Prepare comprehensive agendas, materials, and presentations for SMT meetings, board meetings, and key stakeholder reviews. Attend meetings, accurately recording detailed

minutes, key decisions, and action items

. Track and follow up on action items to ensure timely completion by relevant team members. Act as a professional liaison between the SMT, employees, clients, and external partners, managing incoming communications and prioritizing urgent matters.

Technical and Business Insight Support

Assist the SMT in reviewing and summarizing technical reports, market analyses, and project documentation related to imaging hardware and software. Leverage existing technical/photography experience to better

understand and contextualize

the challenges and opportunities within the business (e.g., understanding sensor specs, light conditions, and software application in an automotive context). Facilitate communication between the SMT and the engineering/development teams and suppliers, helping to translate high-level technical goals into actionable administrative support.

Required Skills & Experience

Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting Senior Management or C-level executives. Exceptional written and verbal communication skills, with a keen eye for detail and professional demeanor. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and standard remote meeting platforms. Demonstrated ability to handle confidential information with the utmost

discretion and integrity

.

Strong organizational skills

and the ability to manage multiple priorities simultaneously in a fast-paced environment.

Preferred Skills & Experience

Previous experience working within an

engineering, manufacturing, or technology-focused business

, ideally in the automotive sector.

Technical Aptitude/Experience:

A working knowledge or passion for

photography, imaging technology, optics, or basic software concepts

(e.g., understanding ISO, resolution, focal lengths). This could be from previous employment, relevant education, or a serious hobby. We are seeking a highly organized, proactive, and technically minded

Executive Assistant (EA)

to provide comprehensive administrative and support to our Senior Management Team (SMT). This is a pivotal role requiring exceptional organizational skills, discretion, and the ability to grasp technical concepts quickly to help facilitate the smooth operation of the business. Experience with project management tools (e.g., Asana, Trello, Jira) is a plus. Experience with software tools Xero and Pipedrive is a plus

Why Join Us?

You will be joining a dedicated team at a time of exciting growth. This role offers the opportunity to be at the heart of the business, directly supporting the strategy and execution of cutting-edge technology solutions for a major industry. We offer a competitive benefits package and a supportive, collaborative work environment.

Job Types: Full-time, Permanent

Work Location: In person