Executive Office Coordinator

Overview

The purpose of this role is to provide onsite support to the Team Principals office in ensuring the smooth running of the office. The role ensures the efficient day-to-day onsite operational support of the office by overseeing administrative processes, supporting the Executive Assistant to the Team Principal and maintaining a productive and organized workplace. Key aspects include supporting the Executive Assistant, managing guest experiences, coordinating office operations, and maintaining a professional, organized, and welcoming environment. The role requires excellent communication, discretion, and the ability to remain highly organized in a fast-paced and dynamic workplace.

Responsibilities

• Handling confidential information with discretion and professionalism.
• Office Support: Provide administrative assistance to the Office of the Team Principal including expense reporting, filing, and document management.
• Manage confidential information with discretion and professionalism.
• Oversee inbound mail, deliveries, parcels, and fan correspondence, including arranging signed items when requested.
• Maintain accurate office records, schedules, and filing systems.
• Guest & Visitor Management: Greet and host non-WF1 guests, Directors, and VIPs during site visits.
• Coordinate guest access through the Envoy system and liaise with security to ensure seamless arrivals.
• Arrange and lead tours of onsite facilities (museum, factory, etc.).
• Provide a welcoming and professional experience for all visitors.
• Meeting & Event Coordination: Manage boardroom bookings and ensure the Team Principal’s Office schedule is up to date.
• Arrange catering, teas, coffees, and hospitality for meetings and VIP guests.
• Support event logistics, ensuring meetings and site visits run smoothly.
• Office Supplies & Logistics: Monitor and maintain stock levels of office supplies (stationery, food, drinks, etc.).
• Place and track orders for catering, clothing (WF1 Team Kit), and branded items (caps, driver cards, etc.).
• Proactively manage ad-hoc supply requests.

Key Skills & Experience

• A proactive approach, thinking ahead to pre-empt potential problems rather than just for the here and now.
• Ability to manage and prioritise multiple deliverables at any one time.
• Resilient and adaptable.
• Can-do attitude.
• 1–3 years of experience in an administrative, clerical, or office support role
• Familiarity with office equipment and administrative procedures
• Ability to travel at short notice and cover weekends if required

Core Capabilities and behaviours

• Communicating & Influencing: Communicates clearly and effectively at all levels, building strong relationships and influencing outcomes with confidence and tact.
• Achievement Drive: Consistently sets high standards and takes ownership for delivering results with focus and energy.
• Teamwork: Works collaboratively, supporting others to succeed and contributing positively to team dynamics.
• Resilience: Maintains effectiveness and focus under pressure, adapting to changing priorities and managing setbacks constructively.
• Excellence: Demonstrates a commitment to high-quality work and continuous improvement in all aspects of the role.
• Accountability: Takes full responsibility for delivering on commitments and ensuring outcomes meet agreed standards.

This job description is not exhaustive, and the job holder will be required to carry out from time-to-time tasks in addition to the above that will be both reasonable and within their capabilities.

Company Description

For almost 50 years, Atlassian Williams Racing has been at the forefront of one of the fastest sports on the planet, being one of the top three most successful teams in history competing in the FIA Formula 1 World Championship. With an almost unrivalled heritage of engineering and racing F1 cars and unforgettable eras that demonstrate it is a force to be reckoned with, the British squad boasts 16 F1 World Championship titles to its name.

Since its foundation in 1977 by the eminent, late Sir Frank Williams and engineering pioneer Sir Patrick Head, the team has won nine Constructors’ Championships, in association with Cosworth, Honda and Renault. Its roll call of drivers is legendary, with its seven Drivers’ Championship trophies being lifted by true icons of the sport: Alan Jones, Keke Rosberg, Nelson Piquet, Nigel Mansell, Alain Prost, Damon Hill and Jacques Villeneuve. The team has made history before and is out to make it again with a long-term mission to evolve and return to the front of the grid.

Additional Information

Atlassian Williams Racing is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.