Corporate Event Administrator

4 weeks ago

Towcester, United Kingdom Silverstone Circuits Ltd Full time

**CORPORATE AND HOSPITALITY EVENTS**

No day is ever the same when you join our Corporate & Hospitality Events Team - we deliver knockout events week-in-week-out for some of the UK’s biggest brands.

One day you may be taking care of delivering on-track action for our corporate clients in our roaring Aston Martins and the next, you may be delivering an exhibition for 3000.

We're a highly motivated, innovative and specialised group of Event managers, coordinators and assistants. We oversee all aspects of an event from catering (delivering over 30,000+ business lunches a year), AV, security, cleaning to health and safety and budget management. We love bringing any story to life with the creativity of our team of experts and the flexibility of our impressive International Conference & Exhibition Centre with 22 flexible spaces, and the on-site Hilton Garden Inn.

**JOB PURPOSE**

To provide professional and efficient operational and administrative support to the Event Team by assisting in the co-ordination and organisation of public and corporate events in accordance with company policies and procedures.

To assist the Corporate Events Team in producing and keeping site wide policies, process and operational documents up to date with current practice and standards.

To help ensure that at all times the job holder has full awareness of the company’s customer care goals and they use their best endeavours to ensure they are implemented through their own actions and attitude by, for example entering into the team spirit, having a polite manner and anticipating visitor requirements.

You will help grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.

**KEY RESPONSIBILITIES**

Professionally deal with any enquires and provide assistance to the events team.

To coordinate and contract all internal hospitality enquires and handover to the operations team in correct time frame.

To ensure all department documents and files are kept up to date.

To raise all event extras contracts where required.

To keep the event diary up to date with new enquiries and confirmed bookings.

Champion the event sales and operations systems.

To Raise all event agency commission PO’s.

To be the main point of contact and lead for clients on small events as agreed with the Events Manager, raising sales contracts, coordinate the event before handing over to the operations team to deliver, and conduct all post event processes and paperwork.

To liaise and negotiate with suppliers/contractors, to ensure products and services are delivered on budget and to the best possible service standard.

Anticipate the needs of a client and take or recommend action as appropriate.

Liaise directly with clients, suppliers & contractors to order products and services in a timely and professional manner whilst ensuring purchase orders are raised in accordance with financial procedures.

Coordinate and plan all internal meeting requirements and hand over to the operations team within time frame set.

Complete and update accurately all reports for the department to agreed timescales.

Complete ad hoc tasks and duties for the team as required

Support the team with general admin duties including but not limited to: raising POs, signage creation, raising contracts, creating event planners, prepping track day packs, raising catering function sheets.

**TEAM RESPONSIBILITIES**
- Plan accordingly the individual areas of responsibilities and workflow for the operational Hospitality delivery Team.
- Create a positive, proactive culture and environment within the department
- Promote at all times the professional image of the company by ensuring high standards of both professionalism and personal presentation

**PERFORMANCE RESPONSIBILITIES**

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**
- Visitors and clients
- Events team
- Wing team, Catering team
- Third party suppliers, and agencies
- Sales, Finance and Marketing Depts
- PA’s
- IT

**KNOWLEDGE, SKILLS AND QUALIFICATIONS**
- Minimum of 3 years’ experience working in an administration or PA role
- Corporate events planning experience desirable
- 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
- Passionate about customer care
- Highly organised and is able to prioritise and work to tight deadlines
- Advanced MS skills with strong attention to detail
- Flexible approach to work including weekends and evenings
- Full clean driving license

**Benefits**:

- Company events
- Company pension
- Discounted or free food
- Employee discount
- Free parking
- On-site parking
- Private medi

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