PA to Directorate

JOB PURPOSE

The Personal Assistant (PA) will provide dedicated and confidential executive support to the Directorate Leadership Team (DLT) at Silverstone. This role is essential in managing day-to-day operations, streamlining communications, and ensuring the Directorate’s priorities are met effectively. By handling a range of administrative tasks, the PA will contribute to a well-coordinated, efficient leadership team.

KEY RESPONSIBILITIES

• Oversee and manage the Directorate’s schedules, coordinating appointments, meetings, and commitments. Plan, book, and prepare logistics, including room bookings, catering, and technical requirements, to ensure seamless event execution.
• Prioritise and manage critical emails for the Directorate, flagging critical messages and coordinating responses as needed.
• Ensure the Directorate is fully prepared for meetings by providing briefing notes, agendas, and necessary reports in advance. Attend meetings to capture minutes and document action items as required.
• Draft, format, and proofread communications, reports, presentations, and briefings. Ensure all documents are prepared and submitted within agreed timelines and to a high standard.
• Manage all travel arrangements, including booking flights, accommodation, and transfers. Produce detailed itineraries to support efficient travel and time management.
• Process expense claims and invoice payments, keeping detailed records and ensuring timely submission.
• Maintain accurate and up-to-date filing systems for confidential and sensitive information.
• Identify opportunities for improving efficiency and take appropriate action.
• Undertake any other projects or duties as may be assigned from time to time by the Directorate.
• Support the PA team as required throughout the (three) major event weekends of the year.
• Build strong and productive relationships with both key internal and external stakeholders.

TEAM RESPONSIBILITIES

• Creating a culture of mutual support, honesty, challenge, innovation and ambition
• Professional and conscientious, maintaining confidentiality and discretion on all matters.
• 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.

KEY RELATIONSHIPS

Directly responsible to the Directorate Leadership Team

Direct relationship with Directors, Heads of Department and Team colleagues

KNOWLEDGE, SKILLS AND QUALIFICATIONS

• Trustworthy and discreet, highly reliable and able to handle confidential information with integrity and professionalism
• Highly organised with exceptional time management skills
• Ability to multitask high volume tasks efficiently.
• Unflappable in the face of last-minute changes
• Strong interpersonal skills to build and maintain positive relationships with colleagues and external stakeholders.
• A good sense of humour and resilience in face of challenges
• Proactive in identifying solutions, taking ownership of tasks, and exercising sound judgment in fast-paced situations.
• Ability to balance a heavy workload combined with strong multi-tasking and prioritisation skills.
• Excellent attention to detail and accuracy, particularly with English grammar, presentation and spreadsheet layout.
• Excellent IT literacy (excellent working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Smartsheet).
• Ability to implement new systems in order to work efficiently.
• Previous experience in a similar role, preferably supporting senior executives.

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.