Hospitality and Events Executive

We are seeking a highly organized and detail-oriented Hospitality & Events Executive to support the delivery of our Formula 1 Paddock Club hospitality programme across the race calendar. This role is administration and logistics focused and plays a critical part in ensuring the seamless execution of premium hospitality experiences for partners and guests. The position requires race travel and close collaboration with internal teams, external suppliers, and onsite contractors to deliver a world-class guest experience in a fast-paced, global environment.

Main Duties:

• Support the end-to-end planning, coordination, and delivery of the Formula 1 Paddock Club hospitality programme across the season.
• Provide on-site operational support at races and events, including setup, delivery, and post-event reconciliation. This includes delivering garage tours where required.
• Work closely with partners and key stakeholders to coordinate requirements and ensure seamless hospitality experiences.
• Collate, manage, and maintain accurate guest lists for each event.
• Manage ticket administration, including packing, tracking, and distribution, ensuring tickets are paid prior to release.
• Coordinate gifting for events, including selection, approvals, inventory management, and distribution.
• Oversee freight and logistics for gifting and event items, coordinating shipping, documentation, and delivery, working closely with the Logistics team to ensure all details are shared accurately and on time.
• Maintain and update hospitality budget trackers, ensuring costs are accurate and aligned with approved budgets.
• Coordinate purchase order and invoice processes, including raising invoice requests, submitting supplier invoices for payment, and tracking payment status.
• Coordinate event schedules and activities, including Q&A and hosted experiences.
• Manage the hospitality events app, ensuring all guest-facing information (timings, locations, travel guidance, and key information) is uploaded accurately and on time.
• Work closely with internal Marketing, Digital, and Content teams to coordinate digital assets and content displayed within the hospitality suite.
• Support the management of external suppliers and onsite contractors, including briefs, onsite coordination, and acting as a key point of contact onsite.
• Collaborate cross-functionally with internal teams to ensure events align with brand identity and business objectives.
• Provide general administrative and operational support to the Senior Hospitality Manager as required.

Key Accountabilities:

• Understand and work in line with Williams Values & Behaviours, encouraging others to do the same.
• Ensure understanding of and compliance with health and safety obligations.
• Maintain personal high standards of behaviour and conduct, being a positive ambassador for the department.
• Ensure you adhere to brand rules and maintain high standards of department presentation.
• Work to quality standards and identify and contribute ways to continuously improve department and personal performance.
• Ensure understanding of cost cap rules and requirements.

Qualifications:

• Experience in hospitality, events, or live event operations (sport, motorsport, or premium hospitality preferred).
• Proven experience managing event administration, logistics, guest data, or ticketing.
• Experience working with suppliers, agencies, or contractors.
• Familiarity with event management platforms or guest-facing digital tools is desirable.

Additional Information:

We fuel our team with a competitive benefits package, including generous holidays, vibrant staff events, a subsidised onsite restaurant, and a range of car schemes. Stay energised with 24/7 access to our gym and free fitness classes like outdoor boot camps, Pilates, and Yoga. With free parking and sprawling green spaces, you’ve got the perfect space to recharge and refocus.

Join a fast-paced, future-thinking team that’s driving innovation and pushing past engineering boundaries. Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.