Support the hospitality department in planning and delivering events at Silverstone Circuits, ensuring effective and efficient operations within agreed budget and profit margins.
As a key member of the Corporate & Hospitality Events Team, you will be responsible for supporting the planning and delivery of events, including corporate events, exhibitions, and hospitality operations. You will work closely with the hospitality sales team, catering team, public events team, customer service team, ticketing team, marketing team, finance department, IT department, and venue team to ensure seamless event execution.
Key responsibilities include:
* Supporting the hospitality department in all administrative duties, including proposal development, sales contract setup, and event planning.
* Assisting the enclosure manager with duties related to planning and delivery of enclosure products at events.
* Administering all aspects of event planning, including booking systems, post-sale documentation, event packs, ticketing, budgets, and purchasing.
* Developing processes within all systems used in the department.
* Documenting all aspects of race day hospitality events, including handover, budget management, site planning, security, and stewarding.
* Supporting the management of budgets for all events, ensuring POs are raised in a timely manner and the budget is kept up to date.
* Accurately recording and communicating hospitality and catering event information to all stakeholders internally and externally.
* Supporting other departments within a hospitality environment, including customer service, ticketing, table planning, accreditation, and inventory management.
* Compiling event briefing packs for managers and supervisors.
* Reporting all event financials to internal stakeholders and conducting post-event reconciliation, review, and feedback.
* Ensuring all operational meetings actions and notes are taken and sent to stakeholders to complete.
* Ensuring all reporting deadlines are adhered to.
* Continually reviewing and updating processes and procedures.
* Liaising directly with internal and external suppliers and contractors to order products and services in a timely and professional manner.
* Ensuring contractors' documentation is correctly stored and checked prior to them coming to site.
* Working as part of the team to support workloads and ensure commercial and operational success of events.
* Compiling and filing relevant health and safety paperwork for each event and reviewing where necessary.
* Supporting with additional projects within the business as required.
Team responsibilities include:
* Creating a positive, proactive culture and environment within the department.
* Always promoting the professional image of the company by ensuring high standards of both professionalism and personal presentation.
* Helping to develop new ways and processes to excel the Hospitality offering at Silverstone Circuits.
Performance responsibilities include:
* Performance will be monitored against the following:
* Objectives set through the Personal Development Review (PDR) process.
* Ownership and completion of agreed business priorities in a timely manner.
* Teamwork.
Key relationships include:
* Hospitality Sales Team.
* Catering Team.
* Public Events Team.
* Customer Service Team.
* Ticketing Team.
* Marketing Team.
* Finance Department.
* IT Department.
* Venue Team.
* External suppliers.
Knowledge, skills, and qualifications include:
* Minimum of 1 year's experience working in an administrative role.
* Commercially and operationally minded with a hands-on approach.
* Ability to take ownership and problem solve, is proactive and self-motivated.
* Works well as a team player and uses own initiative.
* First-class host skills and passionate about customer service.
* Excellent eye for detail, with strong organisational, time management & interpersonal skills.
* Flexible approach in working hours including weekends.
* Advanced computer literacy in Microsoft products, especially in Excel, PowerPoint, and Word documents.
* Full clean UK driving licence.
* Willing to go the extra mile in ensuring that customer requests and expectations are met.
* Motivates and empowers others to reach business goals by leading by example.
* Clear and articulate in oral and written communication.
* An understanding of Risk Assessments and Health and Safety documentation desirable.
Sustainability:
Silverstone Circuits is committed to reducing its environmental impact and has adopted greener methods within its workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of its venues power - with all other energy from 100% renewable sources.