Staff Assistant, Event Operations and Experience

Formula 1 Hard Rock Miami Grand Prix; Miami Gardens (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

The Formula 1 Hard Rock Miami Grand Prix is seeking a Staff Assistant, Event Operations & Experience to support procurement, communications, vendor coordination, and logistics across a fast-paced, high-profile event.

Based on-site at Hard Rock Stadium in Miami Gardens, the role collaborates with internal teams and external partners to ensure timely, accurate delivery of projects and superior fan experience.

Qualifications

• Excellent communication and interpersonal skills across cross-functional teams and external vendors.
• Ability to manage multiple projects with on-time design deliverables and deadlines.
• Team-player, creative, solution-oriented, driven, and passionate.
• Strong analytical and problem-solving skills in a fast-paced environment.
• Ability to work a flexible schedule, including weekends and evenings during peak event periods.
• Self-starter with collaborative mindset.

Responsibilities

• Support the planning and execution of venue operations, overlay, and temporary infrastructure projects for the Formula 1 Hard Rock Miami Grand Prix.
• Support procurement and inventory management for supplemental fan experience assets including FF&E, signage, and other resources.
• Support hospitality design and the “look and feel” through the creative process and on-site load in and execution.
• Coordinate communications and information distribution to internal departments, contractors, vendors, and stakeholders.
• Develop, maintain, and distribute operational documents including maps, logistics guides, vendor packets, and site materials.
• Serve as primary point of contact for vendors regarding access, credentials, delivery, laydown areas, and site logistics.
• Track project deliverables and assist with budgets, timelines, and documentation.
• Assist with vendor onboarding, contract administration, POs, and invoice reconciliation.
• Support event command center operations and troubleshooting during build, week, and breakdown phases.
• Maintain organized documentation and reporting to support departmental objectives.
• Provide on-site operational support during load-in, operations, and load-out.

Skills

Communication

Multitasking

Team player

Analytical thinking

Problem-solving

Schedule flexibility

Vendor coordination

Microsoft Office

Tools

AutoCAD

Bluebeam

SketchUp

Excel

Outlook

PowerPoint

Teams

Job description

Position: Staff Assistant, Event Operations and Experience

Job Id: 203

# of Openings: 1

Department: F1, Event Operations

Direct Supervisor: Overlay Designer and Infrastructure Specialist

Status: Full-time

Summary

The Formula 1 Hard Rock Miami Grand Prix has rapidly established itself as one of the premier sporting and entertainment events in the world. The Event Operations team is responsible for the planning, procurement, execution, and implementation of temporary infrastructure, venue overlay, and major site assets that bring the event experience to life. The Fan Experience team is responsible for curating the campus fan experience through our ticketed hospitality product design, FF&E procurement, campus experience, activations, and general fan welfare.

The Staff Assistant, Event Operations & Experience will provide critical operational and experiential support across procurement, stakeholder communications, vendor coordination, and event logistics. This role will serve as a key liaison between internal departments and external partners, helping ensure projects are delivered efficiently, accurately, and on schedule in a fast-paced, high-profile event environment.

Location

• This is a full-time position based on site at Hard Rock Stadium in Miami Gardens, FL

Responsibilities

• Support the planning and execution of venue operations, overlay, and temporary infrastructure projects for the Formula 1 Hard Rock Miami Grand Prix


• Support procurement and inventory management for supplemental fan experience event assets, including, FF&E, signage, and other event-related resources


• Support the hospitality design and “look and feel” through the creative process and on-site load in and execution


• Coordinate communications and information distribution to internal departments, contractors, vendors, and event stakeholders


• Develop, maintain, and distribute operational documents including maps, logistics guides, vendor information packets, and site communication materials


• Serve as a primary point of contact for vendors regarding access procedures, credentialing requirements, delivery schedules, laydown areas, and site logistics


• Track project deliverables and assist with maintaining event timelines, budgets, and operational documentation


• Assist with vendor onboarding, contract administration, purchase orders, and invoice reconciliation


• Support event command center operations and troubleshooting efforts during event build, event week, and breakdown periods


• Maintain organized documentation, records, and reporting processes to support departmental objectives


• Provide on-site operational support during event load-in, event operations, and load-out activities

Qualifications

• Excellent communication and interpersonal skills, with the ability to build relationships and collaborate effectively across cross-functional teams and external vendors


• Ability to manage multiple projects at once with on-time design deliverables and deadlines met


• Team-player, creative, solution-oriented, driven, and passionate


• Strong analytical and problem-solving skills with the ability to prioritize in a high-stakes, fast-paced environment


• Ability to work a flexible schedule, with higher demand from January – May, including weekends and evenings, depending on event needs


• Self-starter and a forward thinker with a desire to collaborate in a team-based culture


• Proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Teams


• Experience working in live events, sports, entertainment, venue operations, or large-scale festivals


• Familiarity with procurement processes, budget tracking, and vendor management


• Experience reading site plans, construction drawings, or operational maps


• Working knowledge of AutoCAD, Bluebeam, SketchUp, or similar design and project management tools

The Miami Dolphins, Hard Rock Stadium and South Florida Motorsports are proud to be Drug-Free Workplaces. Offers of employment are contingent on successful completion of drug and background screening.

It is the policy of the Company to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, marital status, military status, genetic information, sexual orientation, gender identity or expression, or other status protected by applicable federal, state, or local law.