Event Operations Assistant

Job title: Event Operations Assistant     
W Series, the ground-breaking motor racing championship for female drivers only, is recruiting an Events Operations Assistant to help organise and implement the operational plan for race weekends. The ideal person will be curious about working for an exciting start-up business and will have an interest in women’s sport and events experience, ideally in the sports industry.  
The key aim being to deliver world class race weekends to help change the face of motorsport.  
Purpose of role:  

  • Reporting directly to W Series Event Operations Director, you will help develop the operations plans for race weekends, aligned to W Series, the venues and key stakeholder requirements  
  • Support the coordination of all driver logistics during race weekends, ensuring they are in the right place, at the right time and with the right equipment  
  • Manage all third-party relationships during and in the run up to a race weekend. Including the promoter, hotel and travel companies, logistic companies and any other external agency   
  • Own all administrative procedures during and in the run up to a race weekend 

Principal accountabilities:  

  • Help implement the agreed venue operational planning process and support the race venue planning cycles   
  • Coordinate and collaborate with internal and external stakeholders  
  • Help facilitate any necessary pre-season race site visits amongst the events, broadcast, ticketing, marketing and communication teams  
  • During race weekends, manage the requirements of W Series drivers to ensure the delivery of a world class motorsport series   
  • Work with the marketing and communications director, broadcast operations manager and ticketing manager to ensure their functional areas are at the forefront of all operational planning  
  • Provide support, access and communication with other departments ensuring “one team” approach both before and on race weekends.   
  • Help coordinate and implement all event planning briefings as identified, whilst also contributing to coordination and reporting of post event reviews  
  • Ensure the sponsors and event hospitality team requirements are met during a race weekend 

Knowledge, skills and experience:  

  • A minimum of 3 years of hands on and events experience, ideally in the sports industry, with a knowledge of motorsport and driver requirements a distinct advantage 
  • A team player approach - resourceful and possessing the ability to demonstrate initiative, still seeking advice or support when required  
  • A focus on establishing, maintaining and positively leveraging effective stakeholder relationships with venue teams as well as all W Series departments  
  • Excellent communication, negotiation and influencing skills, across a variety of stakeholders, with a focus on achieving agreed outcomes that contribute towards the overall organisational objectives  
  • Demonstrated organisational and administrative skills, with a strong attention to detail in the preparation of planning documents, communication and reports  
  • A proven ability to work with efficiency, flexibility, and good humor; understanding the everchanging events environment which will include unsociable hours 

Personal attributes: 

  • You have a passion for delivering to the highest of standards, whilst establishing new benchmarks setting new trends  
  • You are detail and outcome focused, with an eye for innovation and seeking efficient and costeffective ways to deliver  
  • You are a clear communicator that establishes strong professional relationships with stakeholders, both internal and external, and seeks to resolve arising issues in line with wider objectives  
  • You thrive under busy, variable and exciting environments where no two days are alike 
  • You have an unshakable can-do attitude 
  • A passion for sport