Communications & Marketing Assistant

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: To support the VP, Marketing & Communications and Sporting Director with all administrative duties. Working closely with the commercial team and admin functions to ensure the VP, Marketing & Commercial and Sporting Director’s day-to-day runs smoothly including managing a complex meeting schedule, inbox management, booking travel, and creating and organizing documentation. This role will also be accountable for team VIP management, partnership support and for general project management for the commercial team.

Organizational Structure:

• Reports to VP, Marketing and Communications

High-Level Summary:

• VP, Marketing & Communications meeting and inbox management
• Sporting Director meeting management
• Document creation, management and filing
• Manage invoicing and income tracking alongside finance department for hospitality and partner growth
• Organize commercial team reporting cadences and deadlines
• Main point of contact for team VIPs
• Provide support for partnership functions
• Assist with team hospitality on specific race weekends
  
  

Principal Accountabilities:

• Manage VP, Marketing and Communications & Sporting Director’s calendar
  • Book and manage all aspects of VPs meeting schedule
  • Track attendance for meetings and ensure meetings are set-up correctly beforehand
  • Sets agendas and attends, takes and distributes notes for various VP meetings and commercial meetings
  • Liaise with other admins to schedule group meetings and events 
• Manage VP, Marketing and Communications inbox
  • Respond and clear meeting invites
  • Prioritizes response for timely emails and recalls follow up
  • Arranges for regular touchpoints to key contacts within partnerships, media and key stakeholders
  • Delete and flag spam emails
  • Set-up rules to automatically filter certain emails
• Ad hoc administrative duties for VP, Marketing & Communications
  • Expense management
  • Book travel for VP, Marketing & Communications and Sporting Director as necessary
• Document/template creation, reporting and management, maintaining organization and timelines across the department for delivery
  • Monthly/Quarterly Commercial Reports
  • Race Executive Reports
  • Board Meetings
  • Presentations
  • Ad hoc documentation
• VIP management
  • Serve as key point of contact for team VIPs
  • Manage their guest lists and credentials/hospitality packages for race weekends
• Financial support
  • Manage incoming and outgoing invoices for partner growth opportunities and hospitality attendance
  • Track partner growth revenue from upsells and hospitality along with finance department
• Partnership support
  • Assist in actioning deliverables for the Arrow McLaren network of partners, working closely with the partnerships team and the events they host
• Project management
  • Track productivity and progress across commercial team for large campaigns and initiatives
  • Contribute to various tasks in team projects as necessary and to skill level
• Race attendance
  • Support hospitality for select race events attending roughly 50% of Indycar races through the season
• Working as part of an administrative team to ensure clear communication and operation of the team

Requirements

Knowledge, Skills and Experience:

• Ability to maintain confidentiality and discretion
•  Strong interpersonal skills
• High level of professionalism for engagements with high-profile individuals, inclusive of drivers and executives
• Strong customer service skills and enthusiasm in working with others
• Excellent attention to detail
• Effective communication, both written and verbal
• Able to manage multiple tasks concurrently and prioritize easily
• High School Diploma, Bachelor’s De