Events Administration Coordinator (Maternity Cover)

Ascot Racecourse Ltd; Greenham; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

Healthcare support app

Employee Assistance Programme

Flexible working

Exclusive race day entry

Job summary

Ascot Racecourse Ltd is seeking an Events Administration Coordinator (Maternity Cover) to support raceday planning and delivery. You will coordinate event schedules, registrations for exhibitor racedays, budgets and purchase orders, and assist with on‑the‑day logistics.

Join a team driving excellence across flagship events, ensuring deadlines, processes and standards are met with strong organisational and communication skills.

Qualifications

• Previous experience in an events, operations, administration or a similar coordination role.
• Strong organisational and time‑management skills with ability to manage multiple tasks and deadlines.
• Excellent attention to detail and a methodical approach to administrative tasks.
• Experience coordinating with contractors, suppliers, exhibitors and other external stakeholders.

Responsibilities

• Collaborate with colleagues to plan and deliver racedays and events.
• Coordinate contractors, suppliers and exhibitors to ensure services are delivered.
• Raise and manage purchase orders and monitor event budgets and invoices.
• Contribute to production schedules for build and breakdown of Royal Ascot.
• Oversee on‑site contractors ensuring safety and standards are met.
• Lead exhibitor onboarding from engagement to attendance and delivery.
• Provide admin and logistical support throughout the event lifecycle.

Skills

Microsoft Office

Outlook

Excel

Word

Time management

Communication

Tools

Budgeting software

Purchase orders

Job description

Events Administration Coordinator (Maternity Cover)

Who we are

Welcome to Ascot where tradition meets innovation and excitement is the heartbeat of our business.

We are a destination for over 500,000 guests each year where passion, elegance, and celebration converge, and it is our team of behind‑the‑scenes heroes that bring every intricate detail to life.

As one of the world's leading racecourses, Ascot is renowned for its rich heritage spanning over 300 years. But we are not bound by the past; we’re driven by the pursuit of excellence in everything we do.

From hosting our flagship event, Royal Ascot, to pioneering sustainable practices, we are committed to building a global lifestyle brand, wrapped around the world‑class horse racing we stage.

At Ascot we believe in preserving the beauty of our surroundings and minimising our ecological footprint. From eco‑friendly initiatives to community engagement programs, we strive to make a positive impact on both the environment and the lives of those around us.

What we are looking for

The Events Administration Coordinator provides efficient administrative and organisational support across the planning, coordination and delivery of racedays. The role involves managing event‑related administration, maintaining accurate records, coordinating communications, liaising with internal teams, external suppliers and ensuring that all logistical arrangements are organised effectively.

The role supports the smooth running of racedays from initial planning through to delivery and post‑event follow‑up. Responsibilities may include coordinating event schedules and documentation, managing registrations of some of our exhibiting racedays, supporting budgets and purchase orders, preparing planning documents, and assisting with on‑the‑day event logistics.

The Events Administration Coordinator acts as a key point of contact for event‑related queries and helps ensure that deadlines, processes and organisational standards are consistently met. The role requires strong organisational skills, attention to detail, effective communication and the ability to manage multiple priorities in a busy environment

What you’ll be doing

• Work collaboratively with colleagues across the business to support the successful planning and delivery of racedays and events.
• Liaise with a range of contractors, suppliers and external partners to coordinate event requirements and ensure agreed services are delivered effectively.
• Raise and manage purchase orders, monitor event budgets and ensure invoices are received and submitted to the Accounts Department in a timely manner.
• Contribute to the development and management of production schedules for the build and breakdown of Royal Ascot.
• Oversee contractors on site, ensuring works are completed safely, efficiently and to the standards expected at Ascot Racecourse.
• Lead the exhibitor onboarding process, securing exhibitor participation and coordinating all requirements from initial engagement and registration through to successful attendance and delivery at the event.
• Provide administrative and logistical support throughout the event lifecycle, ensuring key deadlines, processes and requirements are met.
  

Working hours

• Working hours will vary according to the requirements of each raceday and event. Candidates must be prepared to work flexibly, including evenings, weekends and/or extended hours where required.
  

Raceday Delivery

• Support the Operations team in the successful delivery of outstanding Ascot Racedays, providing assistance across a range of operational and logistical requirements.
• Assist with ensuring the set‑up of the site, infrastructure and event areas is delivered in accordance with the agreed plans, working closely with the Event Logistics Coordinator.

Other General Responsibilities

• Identify and suggest innovative solutions and improvements to departmental processes, contributing proactively to enhancing the guest experience.
• Undertake any other duties that the Company may reasonably require from time to time.

Skills and experience you can bring

• Previous experience in an events, operations, administration or a similar coordination role.
• Strong organisational and time‑management skills, with the ability to manage multiple tasks, priorities and deadlines effectively.
• Excellent attention to detail and a methodical approach to administrative tasks and processes.
• Experience of coordinating with contractors, suppliers, exhibitors and other external stakeholders.
• Strong verbal and written communication skills, with the confidence to build effective working relationships with a wide range of people.
• Experience of supporting the delivery of events or other time‑critical operational activity.
• Ability to work collaboratively with colleagues across different departments and contribute positively to a busy team environment.
• Ability to work proactively and use initiative to identify issues, suggest solutions and improve processes.
• Confident using Microsoft Office, particularly Outlook, Excel and Word.
• Ability to remain calm, organised and solution‑focused when working under pressure and to tight deadlines.
• Willingness and ability to work flexible hours, including evenings, weekends and extended hours, in line with raceday and event requirements.

Desirable Skills and Experience

• Experience within a large‑scale events, hospitality, sporting, venue or visitor attraction environment.
• Experience of working on live events or racedays, particularly where there are multiple stakeholders and complex logistical requirements.
• Experience of managing exhibitor or supplier onboarding processes.
• Experience of monitoring budgets, raising purchase orders and processing invoices.
• Experience of working with production schedules and coordinating event build and breakdown.
• Experience of overseeing contractors or suppliers on site.
• Knowledge of event health and safety requirements and best practice.
• Experience of working within a venue, sporting or premium hospitality environment.

Qualifications

• A qualification is not essential where the candidate can demonstrate relevant practical experience and transferable skills.

What you can expect from us

• A best‑in‑class welcome with a tailored induction and racecourse tour, as well as a wide range of training schemes to help with your learning and development
• Access to a range of wellbeing support for yourself and your family including a dedicated Employee Assistance Programme and Healthcare support app with 24/7 virtual GP access
• Opportunity to make an impact in our volunteer week with a day out of the office to support local community and charity partners
• End of year offices closed (extra 2 days annual leave added to your entitlement)
• Clothing and hat hire
• Complimentary race day entry for friends and family
• Exclusive discounts in local shops and cafes
• Exclusive discounts from selected partner brands and suppliers

And let’s not forget, invitations to our monthly social nights as well as annual parties and afternoon teas to celebrate our most special occasions throughout the year.

What sets us apart from the rest

We take pride in our commitments to make a positive change for now and future generations to come, whether through our Diversity and Inclusion strategy and training programmes, our award‑winning ‘Racing To Zero’ sustainability actions, or our forward‑thinking employee benefits including flexible working and menopause policies, as well as health and EAP support access.

We are also proud of our community outreach which includes a volunteering week for all employees to spend time supporting local charities.

Our Diversity and Inclusion Vision

We are committed to ensuring guests from all backgrounds and communities feel welcome at the Racecourse and are working to ensure our internal teams are nurtured within a supportive and inclusive environment. Our mission is to eliminate discrimination and prejudice of any kind at our venue and throughout our business. By educating and implementing meaningful actions across all that we do, we can make certain that Ascot is a place for everyone to enjoy. As an equal opportunities employer, Ascot Racecourse is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our company.