Location: Hybrid – Based in the HQ office (HR7) primarily, with WFH & travelling to London/Events when necessary.
Position Type: Full-time
Reports to: Managing Director (MD)
Who are we?
We are Shack Events, a leading bar & confectionery operator. We operate at some of the UK’s largest stadia and sporting venues, specialising in serving alternative drinks such as our own kegged spirit & mixers and cocktails, as well as heavily supporting with mainstream draught beer, craft beer and real ale. As of 2023 we also offer confectionery support, including pick & mix, doughnuts, ice cream and popcorn.
We are an incredibly passionate business, who are always eager to take on a challenge and tackle a new opportunity head on. We see our resilient and dedicated team as our foundation, and our aim is to help guide each team member and build their skillsets and confidence. We all work together, from the bar staff to the directors, to get the job done and everybody is willing to get their hands dirty when the time calls for it!
Who we’re looking for
* Exceptionally Organised: Relentless about the details. Nothing should fall through the cracks.
* Thrives in Pace & change: Unfazed by last-minute changes or a fast-moving environment. Agile and proactive under pressure.
* Creative Problem Solver: Brings smart, solution-focused thinking to unusual briefs,
* Process Driven: you naturally create efficient processes and implement them with autonomy
* Commercially Savvy: Understands the financial impact of decisions and sees the broader business picture.
* Efficiency Expert: Continuously seeks ways to optimise workflows and systems to help the MD - and the broader SLT - operate at a higher level.
* Execution Specialist: Capable of taking a brief and driving it through to completion and beyond. Results-driven with a focus on action.
* A natural do-er: whether it’s get the best results from your projects, or getting the best out of our people, you take on each challenge with a practical, solution based minset.
* Personable & Charismatic: This person will act as an extension of the MD, joining all meetings and driving follow-up. They must be naturally amiable, with strong interpersonal presence.
* Trusted & Discreet: Comfortable being exposed to sensitive conversations and confidential information. Must maintain full trust and integrity.
Job Summary
This is not your traditional EA role. Simply put, you are an extension of the MD, helping to support and assist in the wide variety of projects, tasks & business improvements. Whilst still having elements of a traditional, ensuring the MD’s time is efficient and that he can focus on the core tasks whilst having headspace to further drive the business growth, efficiency & resilience.
As the EBP, you will play a critical role in ensuring organisational projects are executed efficiently, and the organisation runs smoothly. This hybrid role involves providing comprehensive business and project management support to the MD, but also the other directors of the company (80% MD, 20% other Directors). You will be expected to maintain a high level of discretion, professionalism, and flexibility in a fast-paced environment.
By absorbing current responsibilities and driving improvements in scalable processes, systems, communication, team management, and overall business operations, you will act as a catalyst for meaningful change and growth.
A key part of this role is to allow the MD to continue looking forwards and not backwards, allowing focus on strategic growth, key relationships / accounts, innovation, resilience and stability. Focusing on the all-important, granular detail is where you step in; reporting and communicating to the MD to not lose awareness of the pulse of the business.
Key Responsibilities
Managing Director Support:
* Act as a point of contact for the MD, handling communication regarding non-essential emails such as cold calling messages, non-client messages and team member messages with professionalism and confidentiality.
* Supporting the MD in organisational projects, weekly tasks & business improvements.
* Working alongside MD to ensure all aspects of the operation are being managed & reported correctly & effectively.
* Support the Managing Director in driving growth plans and innovation projects, ensuring the ideas are developed, managed, and executed effectively.
* Helping to adopt new procedures & processes to ensure the business is running smoothly.
* Support the MD’s diary management including scheduling meetings, appointments, and travel arrangements, ensuring nothing is overlooked and all jobs and requests are completed promptly and efficiently.
* Attend meetings, site visits and events with or on behalf of the MD, taking detailed minutes, ensuring follow-up actions are completed, performance metrics are recorded, and projects are kept to deadline.
* Assist with managing the MD’s expense reports and credit card reconciliations.
* Responsible for ensuring the seamless execution of all tasks, team projects, weekly and monthly reports, presentations, briefing materials checks, and operational functions.
* Collaborate with Heads of Departments and Directors to design and implement weekly and monthly reporting and debrief templates.
Project Management Responsibilities:
* Develop, lead and manage cross-functional projects from initiation to completion, ensuring alignment with organisational goals, timelines and budgets.
* Coordinate with internal teams and external stakeholders to ensure project deliverables are met.
* Identify potential risks and develop mitigation strategies to ensure project success & resilience
Business Support for Directors:
* Provide administrative and project management support to other directors, including diary management, travel arrangements, and meeting coordination.
* Assist in preparing reports, presentations, and other documentation for internal and external meetings, prioritising tasks based on time sensitivity and importance.
* Attend Senior Leadership Team (SLT) meetings to take detailed notes, distribute action points, and follow up to ensure all tasks are completed within the agreed timelines, supporting accountability, progress and communication between departments.
Office Management and Coordination:
* Manage office supplies and ensure smooth operation of office-related processes or resolving office-related issues to ensure smooth operations across locations.
* Coordinate office and meeting space arrangements for directors and visiting stakeholders.
* Oversee health and safety policies for office spaces, conducting periodic reviews and updates.
Event and Project Support:
* Oversee the delivery of key organisational projects, ensuring adherence to deadlines and quality standards.
* Provide support with organising events and activities such as the Christmas party, client gifts, client trips, and days out.
Other Duties:
* Act as a trusted advisor to the MD and directors, providing strategic administrative and operational support.
* Maintain and improve organisational systems and processes to enhance productivity.
* Provide occasional support at key Shack Events as needed.
Qualifications and Skills
* Proven experience in a fast-growing, scaling business
* Strong background working within complex organisations managing multiple concurrent operations and projects
* Demonstrated ability to drive operational efficiency and elevate management practices to support sustainable growth
* Strong written and verbal communication skills.
* High level of proficiency in Microsoft Office Suite and project management tools/software.
* Self-motivated, adaptable, and capable of working independently in a hybrid environment (Hereford & London)
* Strong interpersonal skills and the ability to build positive relationships with stakeholders at all levels.
* Familiarity with event management or the catering industry is advantageous but not essential.
The Package
* Salary £42,000+
* Company Pension
* Private Health Care Scheme
* 28 days holiday