Event Administrator
Application Deadline: 17 February 2025
Department: Public Events
Employment Type: Permanent - Full Time
Location: Silverstone
Reporting To: Senior Event Manager
Description
We are seeking an enthusiastic, organised, and motivated individual that adopts a hand on approach to join us at Silverstone.
The Events Administrator will provide PA support to the Head of Public Events as well as professional and efficient operational and administrative support by assisting the team with the planning and delivery of a range of motorsport and leisure public events.
Key Relationships
* Public Events and BGP Operations teams.
* All internal departments. The key business areas critical to the success of our events including finance, marketing, catering, logistics and venue operations.
* External third-party suppliers (traders, contractors, suppliers, Motorsport clubs, clients/organisers and our fans).
Key Responsibilities
* Executive Support to the Head of Public Events: Provide comprehensive PA and organisational assistance, including proactive diary and email management, preparing meeting agendas, attending meetings, and taking minutes. Additionally, support in the preparation of presentations, coordinating Microsoft Teams and conference calls, and providing ad-hoc project assistance.
* Team Coordination: Assist with team management, including scheduling meetings, managing calendars, and overseeing team holiday requests.
* Administrative Support: Offer administrative support in tasks such as raising purchase orders (POs), processing invoices, payment requests and updating budgets.
* Event Operations: Manage the events inbox, responding to inquiries and delegating as appropriate. Assist with event delivery by coordinating meal vouchers, fuel cards, minibuses, and compiling event briefings and debriefs as and where required. Support Senior Event Managers and Event Managers in preparing weekly progress reports.
* Reporting: Ensure the timely and accurate completion of all departmental reports.
* Supplier & Contractor Management: Liaise with suppliers and contractors to negotiate and order services and products, ensuring compliance with financial procedures and securing the best quality. Raise purchase orders as required and ensure all health and safety documentation is completed and reviewed for each event.
* Health & Safety Compliance: Verify that all contractors are accredited and have completed the necessary health and safety documentation (e.g., Risk Assessments, method statements). Ensure contractors are briefed before working on-site and are clear on their designated areas.
* Event & Project Support: Provide support to the Corporate Events and British Grand Prix (BGP) teams, assisting with pre-event planning, event delivery, and project coordination. Support cross-functional teams as needed.
Team Responsibilities
* Help to create a positive and proactive culture within the department
* Professional presentation reflecting the Silverstone values
Performance Responsibilities
Performance will be monitored against the following:
* Ownership and completion of events/projects in a timely manner
* Teamwork
* Objectives set through the Personal Development Review (PDR) process
Skills, Knowledge and Expertise
* Minimum of 1 years’ experience working in an office environment
* Diary management experience is highly desirable
* Strong IT skills, particularly in Microsoft packages such as Word, Teams, Outlook, Excel and PowerPoint
* Strong communication and interpersonal skills
* Excellent customer service skills
* Ability to work to deadlines and under pressure in a small team environment, with multiple projects at any given time
* Team player with a "can-do" attitude
* Adaptability and the ability to jump in at the deep end
* Eye for detail
* Health and safety awareness
* Flexible approach to working hours, including evening and weekend work particularly between March - December
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