Silverstone Experience

We're Silverstone Museum, located trackside at the world-famous Silverstone Circuit, and right now we're looking to find an organised, proactive and customer focused Events Executive with experience in the conference and events sector. About the role The Events Executive will work with the Head of Events & Venue Hire to generate new business for corporate events and to manage the operations of all events at Silverstone Museum. The position is responsible for sales, client liaison, planning, co ordination and delivery of event bookings, from smaller business meetings to large scale events within the museum, maintaining a high level of customer service and with a strong focus on securing repeat business. The role places a focus on sales, business development and client management but also involves operational delivery (including set up and breakdown) and pre event co ordination, working closely alongside the operations team and contract caterer to ensure the successful end to end management of events and maximum client satisfaction. The Events Executive handles venue hire and event enquiries in a proactive and timely manner, responding to and coordinating with potential clients with a view to converting enquiries into confirmed bookings. The Events Executive will meet clients on site and conduct show rounds to promote venue spaces and event options available. The position requires the preparation of comprehensive costings, quotations, client contract documentation and - in coordination with the Finance team - the processing of client invoicing and collection of payment. This role is primarily Monday to Friday; however, flexibility is required, as occasional evening and weekend work will be necessary. The postholder must be available to work during the British Grand Prix weekend. Role Responsibilities Conduct sales and client outreach to proactively drive new venue hire bookings. Plan and coordinate venue hire bookings and events held at the Silverstone Museum including programming events hosted by the museum. Manage client relationships to maintain customer rapport and maximise repeat business. Take ownership of all event spaces, ensuring high levels of presentation at all times, working with the operations team. Respond to all customer enquiries in relation to corporate and hospitality bookings within a timely manner, ensuring that the client is provided with the necessary information, availability and recommendations to enable a booking to be closed. Conduct site visits with clients, showcasing the museum's venue offerings, promoting the ancillary services available and converting client interest into confirmed bookings. Stay up to date with the programming, activities and offers at Silverstone Museum and communicate to clients as required. Proactively pursue conversion of leads to bookings with a view to hitting sales targets. Work with the Marketing team to promote event spaces and actively attract new business. Represent Silverstone Museum and attend sales events, conferences and roadshows to promote the museum's events and venue hire offering. Process bookings received and deal with related administration, scheduling and communication to customers and key colleagues. Collate special requirements including dietary, AV and risk assessments where necessary. Administer contract and billing documentation for customers and deal with ongoing enquiries from booking to event delivery. Alongside the Head of Events and Venue Hire, assist in managing all events and venue hire sales reporting, booking calendars and databases - ensuring that information accurately maintained and up to date. Work with Finance to prepare invoices and facilitate timely client payment. Plan ahead and manage lead times to sure that event delivery is efficiently managed. Manage internal and external stakeholders and maintain clear proactive communications with all stakeholders including operations team, contact caterer, AV suppliers etc. Escalate any issues regarding maintenance and/or housekeeping of venues to required stakeholders in order to maintain and present a first class venue hire product. Support operational colleagues as required, attending events and acting as Incident Officer or Duty Manager at selected evening events. Perform all tasks in line with the museum's standard statutory policies and be committed to good health and safety practice. Gather feedback from venue hire customers with a view to improving our offer, increasing customer satisfaction and driving repeat business. Coordinate internal events, including board meetings, staff events and programming events. Lead on events related decision making, with support from peers, in the absence of Head of Events & Venue Hire. Demonstrate entrepreneurship, identifying and seizing new commercial opportunities that contribute to the financial health of the museum. Support other areas of the museum as required to ensure the operational delivery of the visitor experience and support day to day operations. Undertake other duties as agreed with the organisation's management. About Us We bring to life the spirit, stories and action of Silverstone and its role in British motor racing through a dynamic, interactive and engaging visitor experience. Our guests get the opportunity to get up close and personal to some of the most iconic cars and motorbikes, learn about racing legends and see action on the circuit itself. Our location and our exhibition make us an extra special venue to hold unique conferences and events and this is an aspect of our business we're very keen to grow. We offer everything from basic room hire for small meetings up to catered dinners or gala events for over 100 people. About You It goes without saying that you'll already have some experience in the conference and events sector, whether that's in hotels, conference centers or another unique venue like ours - and you'll know just what goes into making an exceptional event, conference or meeting. Of course you'll be super organised, able to manage a varied workload with numerous clients, have great attention to detail, and be experienced in the usual MS Office applications, but what will really make a difference is your friendly, professional and personable manner, whether that's over the telephone or in person with potential clients. What we're looking for A people person with strong communication skills Someone proactive, organised and commercially minded Experience in events, hospitality or sales (or transferable skills) A team player who thrives in a busy, hands on environment Flexibility to support occasional evenings/weekends - including the British Grand Prix The benefits As well as the opportunity to get in the driving seat of an evolving and exciting business, a not-for-profit organisation delivering a positive impact to the local community and cherishing the history and heritage of the Silverstone story, we offer a competitive salary, pension plan, and a range of employee discounts and of course the opportunity to join a vibrant organisation at the home of British motor racing. Selection process Please submit your application and any enquiries to: Please enclose a CV along with a supporting statement explaining how your personal skills, qualities and experience provide evidence of your suitability - and your passion - for this role.