Event Administrator

Event Administrator

Application Deadline: 25 September 2026

Department: Public Events

Employment Type: Permanent - Full Time

Location: Silverstone

Description

Our Public Events team thrives on adrenaline and energy, working tirelessly year-round to deliver over 40 world-class events - on brief, on time, and within budget. With a calendar more diverse than ever, featuring everything from two wheels to four, we're constantly growing stronger. The return of World Endurance Championship, alongside iconic events like MotoGP, European Le Mans Series, the award-winning CarFest and our very own Christmas at Silverstone, we bring the world's best to Silverstone!

When you join us, you’ll hit the ground running. You'll take charge of your own projects, ensuring they meet the high standards expected of a premier venue. It’s not an easy ride, but we guarantee it won’t be boring. You’ll be surrounded by passionate, like-minded teammates who give their all to get the job done. As we expand our exciting program, you’ll play a key role in helping us reach new heights.

We are seeking an enthusiastic, organised, and motivated individual that adopts a hands on approach to join us at Silverstone.

The Events Administrator will provide support to the Head of Public Events as well as professional and efficient operational and administrative support to the team with the planning and delivery of a range of motorsport and leisure public events.

Silverstone is committed to safeguarding and promoting the welfare of children and adults at risk and expects all team members and volunteers to share this commitment. Background checks and DBS checks at the appropriate level will be obtained prior to employment commencing.

Key Responsibilities

Support to the Head of Public Events:

• Provide organisational assistance, including proactive and complex diary management, coordinating meetings, prioritising competing commitments and resolving scheduling conflicts
• Prepare meeting agendas and materials, attend meetings, take minutes and track actions through to completion
• Support in the preparation of presentations, coordinating Microsoft Teams and conference calls, and providing ad-hoc project assistance
• Coordinate Microsoft Teams meetings, conference calls and travel arrangements, alongside supporting presentations, reports and ad-hoc projects
• Act as a key point of contact for internal and external stakeholders, ensuring smooth communication and efficient day-to-day organisation

Team Coordination:

• Assist with team management, including scheduling meetings, managing calendars
• Take ownership of the team holiday calendar, monitoring leave requests, balancing absences to maintain adequate team coverage, and ensuring leave is recorded accurately.
• Take the lead on the weekly team update slides working with the team to ensure updated in a timely manner

Administrative Support:

• Offer administrative support in tasks such as raising purchase orders (POs), processing invoices, payment requests and updating budgets
• Coordinate team expenses, ensuring claims are reviewed and signed off before being submitted to Finance for processing

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
• Provide administrative support for major event operational plans, ensuring documents are updated ahead of the event, reviewed and signed off within agreed timescales, and final versions are printed and prepared for use in Event Control

Reporting:

• Ensure the timely and accurate completion of all departmental reports

Supplier & Contractor Management:

• Support the team in sourcing, coordinating and administering supplier and contractor requirements
• Raise purchase orders as required

Health & Safety Compliance:

• Support the collection and administration of contractor accreditation, risk assessments and method statements, ensuring records are complete and available for review

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

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)

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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