Executive, VIP Guest Relations – 12 months FTC in Woking

At McLaren Racing, we’re not just here to try to take the chequered flag. We’re here to excite our fans, inspire our people and deliver for our partners. And we’re also committed to evolving our sport, our industry, and our technology, too.

Purpose of the Role

You’ll join the Brand Experience team and sit within the VIP Guest Relations department. Your role will support the business in projects primarily related to F1, delivering world class experiences globally for our partners, prospects, shareholders and VIPs.

Role Dimensions

• Support the planning and delivery of premium guest experiences at McLaren racing events around the world.
• Play a key role in helping to create memorable and seamless experiences for VIP guests, working closely with internal teams and external suppliers.
• Work in a fast paced and determined team who look to push boundaries in everything they do through continuous review and innovation to deliver world class experiences.
• Work is generally performed within an office environment with standard office equipment.
• Frequently required to work weekends, occasional travel away from home and unsociable hours.
• When attending motorsport events, the candidate may be exposed to high levels of noise and some manual handling may be required.
• On event, the role requires long hours on your feet.

Principal Accountabilities

• Assist with the coordination of travel, accommodation and logistics for VIP guests attending race events.
• Support the team in organising off-track events such as dinners, receptions, and leisure activities.
• Collaborate with the wider team to prepare guest itineraries and event materials that reflect the McLaren brand.
• Provide administrative and operational support before, during, and after events, including post-event reporting such as debriefs and guest surveys.
• Communicate professionally with VIP guests, their representatives, and internal stakeholders to ensure smooth guest journeys.
• Log all guest information using CRM systems, tracking key details and personal preferences.
• Manage the departments stock across collateral, team merchandise and ad hoc gifting.
• Ideate gifts appropriate for each event, source and develop a distribution plan.
• Raise purchase orders and track with the Finance department and wider team.
• Process invoices for all suppliers, in conjunction with the Finance department.
• Assist with project plans and presentation decks to support briefings and keep an event on track.
• Stay informed on trends in luxury hospitality, motorsport and other key sporting events.
• Monitor competitors and industry trends and report on potential future growth opportunities to ensure the continuous development of the guest experience at all events.
• Constant review of processes against sustainable best practice and make recommendations to drive change.
• Maintain excellent working relationships with colleagues, industry stakeholders and suppliers.
• Ensure that on-site duties and McLaren standards are maintained at each event, including health & safety processes by all parties, internal and external, at events.

Job requirements

• Fluent use of English language required in both verbal and written communications.
• Experience in guest relations, hospitality, event coordination, or similar.
• Interest in motorsports or luxury events.
• Strong administration, time management & organisational skills with a high level of attention to detail.
• Flexible and adaptable to change.
• Strong supplier relationship management.
• Passionate about customer care, ensuring every attendee has an outstanding experience.
• Thoughtful decision maker who can operate under intense pressure.
• Use of Smartsheet, Salesforce and Microsoft products, integral to the role on a daily basis.
• Aspiration to develop a career in global events.

Personal Attributes

• Confident working with senior stakeholders and C-suite guests.
• Calm when dealing with challenging situations and relationships.
• Confident public speaker.

What can McLaren offer?

We constantly strive to be better tomorrow than we are today. Our ambition is to be the most pioneering and exhilarating racing team in the world, and our collective task is to set the standards for high performance in sport. We show up every day with energy and enthusiasm, ready to play our part. We encourage and support diversity, equity and inclusion. We will actively promote a culture that values difference and eliminates discrimination in our workplace. McLaren Racing is based at the iconic McLaren Technology Centre (MTC) near Woking. Here at McLaren, we offer hybrid working with 3 days a week based in the MTC. Our state of the art, sustainable campus offers many facilities including a gym, restaurant and indoor and outdoor break‑out areas, as well as direct access to park and common land. The MTC is connected to Woking mainline station via regular shuttle buses, from which London Waterloo is a 30 minute train ride. We offer a comprehensive package of benefits including private healthcare, car schemes, life insurance and generous pension contributions.