To ensure the effective and efficient support in the planning and delivery of Silverstone’s hospitality department. In accordance with the company brief, company policies and procedures, and within agreed budget and profit margins.
To support in the administration and planning duties across the department for the preparation, organisation, and delivery of Enclosures and Event Hospitality. Where necessary support wider business departments associated to the hospitality operation.
You will help the hospitality team grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.
Administration & Operations
- Provide effective administrative and operational support to the Hospitality Department, assisting with the planning and delivery of events from concept through to completion.
- Support both Hospitality and Enclosure teams with the coordination of logistics, including supplier management, equipment hire, staffing, transport, and catering.
- Assist with the preparation of proposals and the setup of sales contracts for smaller club events.
- Support the Enclosure Manager with all duties related to the planning and delivery of enclosure products at events.
- Maintain comprehensive documentation for all aspects of race day hospitality events, including budgeting, site planning, security and stewarding, traffic management, catering, entertainment and AV, cleaning, temporary facilities, signage, host management, furniture, and emergency and contingency planning.
- Record and communicate event information accurately to all internal and external stakeholders, ensuring clarity and consistency.
- Liaise effectively with internal teams, suppliers, and clients to ensure smooth communication and timely task delivery.
- Assist with on-site event delivery, including setup, registration, guest liaison, and post-event breakdown.
- Maintain up-to-date event schedules, production timelines, and key documentation.
- Provide cross-departmental support within the hospitality environment as required, including customer service, ticketing, table planning, accreditation, and inventory management.
- Assist in compiling comprehensive event briefing packs for managers and supervisors.
- Record and distribute minutes and actions from operational meetings to ensure timely follow-up and completion.
- Ensure all reporting deadlines are met and deliverables are submitted accurately.
- Regularly review and update departmental processes and procedures to improve efficiency and consistency.
- Verify and store contractor documentation in compliance with site access and safety requirements.
- Work collaboratively within the wider team to balance workloads and ensure the commercial and operational success of events.
- Compile and file all relevant health and safety documentation for each event, reviewing to ensure all necessary details are included and compliant.
- Support additional business projects as required to contribute to overall departmental goals.
Cost/Budget Management
- Support the management of event budgets, ensuring purchase orders are raised promptly and financial records remain accurate and up to date.
- Assist in reporting event financials to relevant stakeholders, conducting post-event reconciliation and evaluation, and ensuring feedback informs continuous improvement.
- Liaise directly with internal and external suppliers and contractors to procure products and services efficiently, raising purchase orders in line with company financial procedures.
Systems
- Support the development and improvement of departmental systems and processes to enhance efficiency and data accuracy.
- Maintain accurate and timely recording of all hospitality and catering event information, ensuring it is clearly communicated to all relevant internal and external stakeholders.
Team Standards & Responsibilities
- Create a positive, proactive culture and environment within the department
- Always promote the professional image of the company by ensuring high standards of both professionalism and personal presentation
- Help to develop new ways and processes to excel the Hospitality offering at Silverstone Circuits
Key Relationships
- Hospitality Sales Team
- Catering Team
- Public Events Team
- Customer Service Team
- Ticketing Team
- Marketing Team
- Finance Department
- IT Department
- Venue Team
- External suppliers
- Minimum of 1 years’ 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 empower others to reach business goals by leading by example
- Be clear and articulate in oral and written communication
- An understanding of Risk Assessments and Health and Safety documentation desirable
