Motorsport Event Assistant

4 days ago

Silverstone, United Kingdom Silverstone Full time

PUBLIC EVENTS TEAM

Adrenaline fuelled and non-stop, our Public Events team plan and deliver over 30 International and National motorsport, mass participation and leisure events throughout the year in addition to supporting the BGP Operations team with delivery of the Formula 1 British Grand Prix.

You’ll hit the ground running when you join us – you’ll need to take control of allocated motorsport events and deliver them to the high standards expected of a world class venue. Though it’s not an easy ride, we can promise that it will never be boring – you’ll be surrounded by like-minded, passionate team players who put the pedal to the metal to get the job done. We’re expanding our thrilling programme, and you’ll play a vital part in taking us to the next level.

JOB PURPOSE

The Motorsport Event Assistant plays a crucial role in the planning and execution of motorsport events, ensuring they run smoothly and efficiently. This position involves coordinating with various departments, managing administrative tasks such as scheduling and budgeting, and providing on-site support during events.

This role will be very hands on and will involve supporting on a range of project and event requirements.


KEY RESPONSIBILITIES

  • Event Planning & Execution: Collaborate in the comprehensive planning and execution of motorsport events, ensuring every detail is meticulously managed and events are run to the highest commercial and experience standard.
  • Motorsport Administration: Oversee motorsport event tasks including reviewing permits, timetable, event documentation and budgets. Assist with the trackside aspects of larger Silverstone Events such as British Grand Prix and Silverstone Festival.
  • Provide administrative support including but not limited to raising PO’s, invoices, payment requests and updating budgets.
  • Order products and services in a timely and professional manner whilst enduring purchase orders are raised in accordance with financial procedures and the best possible standard is obtained.
  • Event delivery support by administering accreditation requirements, ordering meal vouchers, fuel cards, minibuses, compiling event brief and debrief notes.
  • Complete and update accurately all reports for the department to agreed timescales.
  • Marshals and Officials: Work with the marshalling team and organising clubs to coordinate event operations. Assist in managing of trackside resources for motorsport events including rescue, recovery and medical.
  • Client Engagement: Work with organising clubs and promoters to assist in the delivery of their events at Silverstone at both a club and promoted event level. With the Event Coordinators and Event Managers, be the point of contact for race organisers coordinating event motorsport activations.
  • Event Support: Provide hands-on support during events, for race and event organisers and the wider Silverstone team. Build event management experience by assisting tin the planning and delivery of Club Racing events.
  • Complete ad hoc tasks and duties for the team and business as required
  • Health & Safety: Write and review risk assessment for motorsport events delivering safe and secure events both on and off track. Work with event staff and officials to manage the health and safety of live events.
  • Ensure contractors only work on site when they have completed appropriate documentation and are aware of the correct area(s) to work. Collate relevant Health and Safety information (Risk Assessments, method statements etc.) where appropriate.
  • Supporting with Silverstone Accreditation system Teamcard
  • Post-Event Analysis: Contribute to post-event evaluations, gathering feedback, and compiling comprehensive reports to drive continuous improvement from event organiser and internally.


TEAM RESPONSIBILITIES

  • Help to create an environment 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
  • Budget management
  • Teamwork
  • Objectives set through the Personal Development Review (PDR) process


KEY RELATIONSHIPS

Public Events and British Grand Prix (BGP) 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, organisers and fans.


KNOWLEDGE, SKILLS AND QUALIFICATIONS

  • An interest and experience in motorsport and/or event management, with a genuine enthusiasm for the industry and knowledge of inner workings of motorsport event operations is a plus.
  • A relevant Motorsport, Business or Events Degree is desirable
  • Experience working within the motorsport events industry
  • Strong IT skills, particularly in Microsoft packages such as Teams, Word, Outlook, Excel, and PowerPoint.
  • Strong communication and interpersonal skills including the ability to influence effectively.
  • Excellent customer service skills.
  • Ability to work to deadlines and under pressure in a small team environment, with multiple projects at any given time.
  • Ability to remain calm and focused under pressure.
  • Team player with a “can-do” attitude.
  • Adaptability and the ability to jump in at the deep end.
  • Strong Health and Safety awareness.
  • Experience of using a project management system is highly desirable.
  • Driving Licence.
  • Flexible approach to working hours, including weekend work.


SUSTAINABILITY

We don’t just look after our team and our fans. We want to look after our world too. We're committed in our responsibility to reach our zero-carbon goal. So, we've adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power - with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.

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