Event Administrator APAC

About:

The Rolex SailGP Championship is the most exciting racing on water, where anything can happen in short, adrenaline-fueled battles between national teams at iconic stadium destinations worldwide. Top athletes fly in identical high-tech F50 catamarans faster than the wind, at speeds approaching 60 mph. Founded in 2018, SailGP is one of the world’s fastest-growing sports and entertainment properties, now in its fifth season.

SailGP also races for a better future, championing a world powered by nature. In 2020, SailGP set a new standard as the first climate positive sports and entertainment property and began delivering actions and innovations that advance the global adoption of clean energy. Underpinning the organization’s purpose-driven agenda is a diversification of the league, with the goal of immediately progressing gender equity and inclusivity.

SailGP is a global organisation with defined values that shape the culture of its team – deliver quality, break boundaries, make an impact, stand together and strike a balance.

Summary:

The Event Administrator supports the Regional Director and Head of Events in the APAC region on all administrative tasks throughout the event planning cycle, with a strong focus on financial administration. This role requires strong organisational skills and collaboration across teams in a fast paced event environment. The role is crucial to the overall planning of the events,

and ensuring the Event Leadership and event teams are running smoothly.

Key Responsibilities:

Be the primary point of contact for financial administration for the region; supporting ongoing budget updates and financial reporting as directed by the relevant Head of Event.

Providing a central administrative support role between Event Leadership, Procurement, Finance and Legal in the procurement process for events. This includes:

Raising purchase orders

Detailed tracking of progress and providing regular updates to Regional Director and Head of Event

Supporting procurement manager with RFP and Gatekeeper process

Tracking of invoicing, payments, and event close out

Set up and manage shared drives and folders; support onboarding and troubleshooting for team members.

Support with project management software, working closely with the events team to

ensure accountability and progress.

Handle diverse admin tasks delegated by the Head of Events and Regional Directors, ensuring timely execution.

Liaise with the Workplace Coordinator based in London to support general administrative tasks to ensure smooth operation of the regional office.

Support event team on creation of event schedules and run of shows.

Creation and upkeep of event presentations and planning decks, including event concepts, event guides, recaps and feedback.

Coordinate travel for Event Operations team members, including policy communication and itinerary changes.

Ad-hoc travel to events to fulfil an onsite support role as needed.

Key Expectations:

Proactively explores opportunities to add value amongst their team and wider SailGP

Inclusive team player, championing an environment where diversity is valued

Understands SailGP's values and contributes to a positive culture

Offers fresh perspectives and innovative ideas to their team articulating these in a concise way.

Builds relationships with colleagues, understanding the importance of collaboration.

About You:

1-2 years experience in an administrative or event planning role.

Strong attention to detail while managing multiple projects, with a solution focused approach.

Strong organisational, time management and multitasking skills.

Able to communicate confidently and adapt communication style according to the needs of the stakeholder.

Able to work independently but values working collaboratively as part of a team.

Familiarity with procurement, POs, invoicing and budget tracking

Confident in coordinating travel and supporting team onboarding

Working knowledge of the sports or live event industry is desirable but not essential.

Location:

SailGP Office in Sydney, Australia. Hybrid working model with a minimum of 3 days per week in the Sydney Office.

SailGP is proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity, equity and inclusion.