VIP Guest Experience Manager/Director

JOB DESCRIPTION 

Position: VIP Guest Experience Manager/Director  

Location: Silverstone, UK – Hybrid working (at least 3 days in the office)

Role: Full time, employed 

Salary: DOE 

About Us 

Ignition Collective is a sports and entertainment marketing agency that does brilliant things, together. We deliver marketing and client service programmes across sport, entertainment and special projects, bringing creativity, energy and precision to every partnership. 

The Role

Lead the planning and hosting of our clients’ most senior leadership across Formula 1, the FIA World Endurance Championship (WEC) and other motorsport, sporting and entertainment programmes. As Guest Experience Manager/Director, you’ll own every detail of their attendance, from the first invitation to departure. 

You’ll build trusted relationships with executives, board members and their offices, combining friendly, professional and a discreet service with meticulous organisation. Working closely with leadership offices, security teams, rights holders and event partners, you’ll make complex arrangements feel effortless. 

This is a hands-on role for someone who anticipates needs, takes ownership and stays calm when plans change. You’ll manage detailed schedules, briefing documents, bookings, meetings, special access and on-site hosting, communicating clearly and protecting both service standards and budgets. 

It’s a compelling next step for a highly experienced motorsport professional, including an EA or PA used to supporting senior leaders and managing demanding international calendars. You’ll have the scope to lead delivery, use your judgement and make a visible difference to the client experience. 

Key Responsibilities 

Guest Programme Leadership 

• Own VIP guest programme delivery across F1, WEC and other events as requested, aligning client priorities, timelines and delivery teams 
• Work hand in hand with leadership security teams and executive offices on guest movements, including police escorts where required. Liaise with authorities on approvals, timings, arrivals, departures and contingency arrangements 
• Anticipate risks, prepare workable contingency plans and follow through on actions from planning to completion 

Guest Relationships and Communications 

• Manage guest invitations, RSVPs and preferences, keeping records accurate and confidential 
• Build trusted relationships with client leadership and priority guests, providing personalised, discreet service 
• Create detailed guest schedules, briefing documentation and joining instructions covering travel, transfers, meetings, race activities, hospitality and key messaging and contacts. Keep everyone working to the latest version 
• Provide a reliable point of contact, with warm, concise communication and prompt updates

Travel Logistics and Race Access 

• Make and manage travel, accommodation, transfer and hospitality bookings. Check confirmations, preferences, costs and approvals 
• Liaise with rights holders, championship organisers, circuits and hospitality partners on special access, accreditation and bespoke plans. Confirm permissions and requirements in advance 
• Handle meeting requests, coordinating availability, venues, diary invitations and briefings with executive offices. Maintain accurate guest and rooming lists 
• Adapt arrangements to each championship, location and race calendar while maintaining consistent service standards 

On Site Hosting and Delivery 

• Lead on-site hosting, providing a warm welcome and overseeing arrivals, hospitality and programme activities 
• Brief hosting colleagues, suppliers and partners so guest needs and responsibilities are clear 
• Respond calmly to changing leadership diaries, meeting requests, travel disruption and race schedules. Revise plans and bookings quickly, keeping guests, security teams and partners informed 

Commercial Management and Continuous Improvement 

• Track costs against agreed budgets, obtain approvals and maintain accurate booking and supplier records 
• Manage suppliers to deliver the agreed quality, value and service 
• Follow up after events and use guest and client feedback to improve future programmes 

Skills Knowledge and Experience 

Essential Experience 

• Experience in motorsport guest programmes, executive support, VIP hospitality or a comparable role managing senior stakeholders and complex logistics 
• Experienced EAs and PAs are welcome, with evidence of managing executive travel, detailed itineraries, confidential matters and demanding diaries 
• Confidence managing high-level schedules, bookings, meeting requests and last-minute changes in a fast-paced environment 
• Ability to write briefing documentation and detailed itineraries balancing need to know and wider information as needed and dependent on guest 
• Clear communication, diplomacy and a can-do attitude with executives, executive offices, security teams, rights holders and delivery partners 
• Exceptional organisation, attention to detail and discretion when handling sensitive information 
• Experience managing suppliers, tracking costs and maintaining reliable records 
• Confidence using Microsoft Office, project management tools and systems for guest information, schedules and bookings 
• Experience in F1, WEC or other international race series, including hospitality and access arrangements, is an advantage

Personal Attributes 

• Friendly and approachable, with the confidence to host senior leaders 
• Calm under pressure and concise when communicating in a reactive environment 
• Proactive and accountable, anticipating needs and seeing tasks through 
• Discreet and diplomatic, with sound judgement 
• Resourceful and practical, finding thoughtful solutions when plans change 

What You Will Get from Us 

• Hybrid working: three days in the office and two working from home 
• 25 days’ holiday, plus bank holidays and a winter break 
• Two wellness days per year 
• Your birthday off 
• Pirkx wellbeing discounts and perks 
• Weekly health and wellbeing coaching 
• Professional development and training 
• Pension plan 
• Quarterly staff recognition programme 
• Regular team socials 
• An annual charity partnership 
• Onsite parking and public transport options 

Why Join Us 

Bring your motorsport knowledge, executive support skills and high service standards to a role with real ownership. You’ll work across prestigious race series, build trusted client relationships and see the impact of your organisation and judgement at every event.