Events Administration Coordinator (Maternity Cover) in Ascot

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business. We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge, and it is our team of behind-the-scenes heroes that bring every intricate detail to life. As one of the world's leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the past; we're driven by the pursuit of excellence in everything we do. From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a global lifestyle brand, wrapped around the world-class horse racing we stage. At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint.

The Events Administration Coordinator provides efficient administrative and organisational support across the planning, coordination and delivery of racedays. The role involves managing event-related administration, maintaining accurate records, coordinating communications, liaising with internal teams, external suppliers and ensuring that all logistical arrangements are organised effectively. The role supports the smooth running of racedays from initial planning through to delivery and post-event follow-up. Responsibilities may include:

• Coordinating event schedules and documentation
• Managing registrations of some of our exhibiting racedays
• Supporting budgets and purchase orders
• Preparing planning documents
• Assisting with on-the-day event logistics

The Events Administration Coordinator acts as a key point of contact for event-related queries and helps ensure that deadlines, processes and organisational standards are consistently met. The role requires strong organisational skills, attention to detail, effective communication and the ability to manage multiple priorities in a busy environment.

Working hours will vary according to the requirements of each raceday and event. Candidates must be prepared to work flexibly, including evenings, weekends and/or extended hours where required.

Support the Operations team in the successful delivery of outstanding Ascot Racedays, providing assistance across a range of operational and logistical requirements. Assist with ensuring the set-up of the site, infrastructure and event areas is delivered in accordance with the agreed plans, working closely with the Event Logistics Coordinator.

General Responsibilities include:

• Identifying and suggesting innovative solutions and improvements to departmental processes
• Undertaking any other duties that the Company may reasonably require from time to time

Skills and experience you can bring:

• Previous experience in an events, operations, administration or a similar coordination role
• Strong organisational and time-management skills
• Excellent attention to detail and a methodical approach to administrative tasks and processes
• Experience of coordinating with contractors, suppliers, exhibitors and other external stakeholders
• Strong verbal and written communication skills
• Experience of supporting the delivery of events or other time-critical operational activity
• Ability to work collaboratively with colleagues across different departments
• Confident using Microsoft Office, particularly Outlook, Excel and Word
• Willingness and ability to work flexible hours

Desirable Skills and Experience:

• Experience within a large-scale events, hospitality, sporting, venue or visitor attraction environment
• Experience of working on live events or racedays
• Experience of managing exhibitor or supplier onboarding processes
• Knowledge of event health and safety requirements and best practice

A qualification is not essential where the candidate can demonstrate relevant practical experience and transferable skills.

What you can expect from us:

• A best-in-class welcome with a tailored induction and racecourse tour
• Access to a range of wellbeing support for yourself and your family
• Opportunity to make an impact in our volunteer week
• End of year offices closed (extra 2 days annual leave added to your entitlement)
• Time Off in Lieu (toil) for working weekend race days
• Complimentary race day entry for friends and family
• Exclusive discounts in local shops and cafes
• Invitations to our monthly social nights as well as annual parties and afternoon teas

We take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award-winning ‘Racing To Zero’ sustainability actions, or our forward-thinking employee benefits.

Our mission is to eliminate discrimination and prejudice of any kind at our venue and throughout our business. By educating and implementing meaningful actions across all that we do, we can make certain that Ascot is a place for everyone to enjoy. As an equal opportunities employer, Ascot Racecourse is committed to the equal treatment of all current and prospective employees.

Applications will close on Monday 30th November 2026. We reserve the right to close this vacancy early should a suitable candidate be identified.