Description
The Personal Assistant (PA) will provide dedicated and confidential executive support to the Directorate
Leadership Team (DLT) at Silverstone. This role is essential in managing day-to-day operations, streamlining communications, and ensuring the Directorate’s priorities are met effectively. By handling a range of administrative tasks, the PA will contribute to a well-coordinated, efficient leadership team.
Silverstone is committed to safeguarding and promoting the welfare of children and adults at risk and expects all team members and volunteers to share this commitment. Background checks and DBS checks at the appropriate level will be obtained prior to employment commencing.
Key Responsibilities
* Oversee and manage the Directorate’s schedules, coordinating appointments, meetings, and commitments.
* Plan, book, and prepare logistics, including room bookings, catering, and technical requirements, to ensure seamless event execution.
* Prioritise and manage critical emails for the Directorate, flagging critical messages and coordinating responses as needed.
* Ensure the Directorate is fully prepared for meetings by providing briefing notes, agendas, and necessary reports in advance.
* Attend meetings to capture minutes and document action items as required.
* Draft, format, and proofread communications, reports, presentations, and briefings.
* Ensure all documents are prepared and submitted within agreed timelines and to a high standard.
* Manage all travel arrangements, including booking flights, accommodation, and transfers.
* Produce detailed itineraries to support efficient travel and time management.
* Process expense claims and invoice payments, keeping detailed records and ensuring timely submission.
* Maintain accurate and up-to-date filing systems for confidential and sensitive information.
* Identify opportunities for improving efficiency and take appropriate action.
* Undertake any other projects or duties as may be assigned from time to time by the Directorate.
* Support the PA team as required throughout the (three) major event weekends of the year.
* Build strong and productive relationships with both key internal and external stakeholders.
TEAM RESPONSIBILITIES
* Creating a culture of mutual support, honesty, challenge, innovation and ambition
* Professional and conscientious, maintaining confidentiality and discretion on all matters.
* Promote at all times the professional image of the company by ensuring high standards of both professionalism and personal presentation.
PERFORMANCE RESPONSIBILITIES
Performance will be monitored against the following:
* Objectives set through the Personal Development Review (PDR) process.
KEY RELATIONSHIPS
* Directly responsible to the Directorate Leadership Team
* Direct relationship with Directors, Heads of Department and Team colleagues
Skills, Knowledge and Expertise
* Trustworthy and discreet, highly reliable and able to handle confidential information with integrity and professionalism
* Highly organised with exceptional time management skills
* Ability to multitask high volume tasks efficiently.
* Unflappable in the face of last-minute changes
* Strong interpersonal skills to build and maintain positive relationships with colleagues and external stakeholders.
* A good sense of humour and resilience in face of challenges
* Proactive in identifying solutions, taking ownership of tasks, and exercising sound judgment in fast-paced situations.
* Ability to balance a heavy workload combined with strong multi-tasking and prioritisation skills.
* Excellent attention to detail and accuracy, particularly with English grammar, presentation and spreadsheet layout.
* Excellent IT literacy (excellent working knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Smartsheet).
* Ability to implement new systems in order to work efficiently.
* Previous experience in a similar role, preferably supporting senior executives.
We’re Silverstone, the UK’s leading motorsport venue for over 60 years. You probably know us as the hosts of world-class events, such as the Formula 1 British Grand Prix, MotoGP™ and Silverstone Festival.
As a true, one-of-a-kind destination, we make people feel the thrill on and beyond the track. From unforgettable business experiences at our International Conference & Exhibition Centre, to unique getaways and iconic trackside views at Escapade - we work hard to ensure each and every one of our visitors can see our personality, touch our legacy and hear our heartbeat around every single corner. And we want you to be a part of it.