Hospitality and Events Executive

Role

Purpose:

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: As a Hospitality & Events Executive, you will:

• 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.

• 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.

For almost 50 years, Williams 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 and is out to make it again with a long-term mission to evolve and return to the front of the grid.

• Experience…