Shack Events
Operations & Executive Coordinator
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Who are we?
We are Shack Events, a leading bar & confectionery operator. We operate at some of the UK’s largest stadia and sporting venues, specialising in serving alternative drinks such as our own kegged spirit & mixers and cocktails, as well as heavily supporting with mainstream draught beer, craft beer and real ale. As of 2023 we also offer confectionery support, including pick & mix, doughnuts, ice cream and popcorn.
However, we haven’t always been in the world of Stadia. Just over 10 years ago we were a small business, ran by two brothers, selling bottled apple juice at farmers markets. Through determination, commitment and ambition from not only the owners of the business, Rich and James, but also through the growing team, we have built a business we are incredibly proud of. And we aren’t going to stop there.
We are an incredibly passionate business, who are always eager to take on a challenge and tackle a new opportunity head on. We see our resilient and dedicated team as our foundation, and our aim is to help guide each and every team member and build their skillsets and confidence. We all work together, from the bar staff to the directors, to get the job done and everybody is willing to get their hands dirty when the time calls for it!
We are proud of our roots and are looking to expand our team with likeminded people, who want to embed themselves into the business and help us grow.
What is the role?
We are seeking an ambitious Operational Coordinator to support the Senior Team while developing expertise across multiple business functions. This role offers a structured pathway to assume increasing operational management responsibilities.
You're someone who sees "Executive Assistant" as a starting point, not a ceiling. You're curious about how businesses operate at every level, from compliance audits to production builds to people strategy. You want to learn the full spectrum of running a business, and you're ready to prove yourself capable of managing complexity across multiple domains simultaneously.
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Who we’re looking for?
- Exceptionally Organised: Relentless about the details. Nothing should fall through the cracks.
- Thrives in pace and change: Unfazed by last-minute changes or a fast-moving environment. Agile and proactive under pressure.
- Creative Problem Solver: Brings smart, solution-focused thinking to unusual briefs,
- Process Driven: you naturally create efficient processes and implement them with autonomy
- Commercially Savvy: Understands the financial impact of decisions and sees the broader business picture.
- Efficiency Expert: Continuously seeks ways to optimise workflows and systems to help the business continuously improve
- Execution Specialist: Capable of taking a brief and driving it through to completion and beyond. Results-driven with a focus on action.
- A natural do-er: whether it’s get the best results from your projects, or getting the best out of our people, you take on each challenge with a practical, solution-based mindset.
- Personable & Charismatic: This person will act as an extension of the senior team joining all meetings and driving follow-up. They must be naturally amiable, with strong interpersonal presence.
- Trusted & Discreet: Comfortable being exposed to sensitive conversations and confidential information. Must maintain full trust and integrity.
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Core Functions:
- Administration support including diary management, meeting preparation and following up on actions
- Compliance:
- Support continuous improvement initiatives
- Coordinate audit schedules and reporting requirements
- Maintain compliance documentation systems
- We operate a duty suspended warehouse with strict policies and procedures this role will support the business in maintaining the licencing and working practices in line with this
- General ad hoc Projects
- Assist with Work-in-Progress (WIP) projects including physical builds
- Track budgets, RAMS (Risk Assessment Method Statements), and deliverables
- Support project lifecycle documentation
- General business incentives and projects to support wider departments.
- Systems & Process optimisation:
- Participate in systems migration projects
- Identify process simplification opportunities
- Support operational role definition and workflow design
- Marketing:
- Ensure digital capture across all venue operations
- Coordinate marketing function support activities
- Support concept development and rollout
- People:
- Drafting offer letters, contracts and other employment documentation
- Support on the update of the company policies and procedures
- Audit & Report on HR processes e.g. 1-1 management, Sickness
- Finance
- Support in the management of budgets
- Ensure value for money in all work completed where a cost is implied
- WIP project budget support
- Creation of Purchase orders & invoicing
- Production
- Creation of production orders and subsequent supplier orders
- Receiving in deliveries and updating the HMRC systems with the relevant information
- IT & Third-party relationships:
- Ensure our service level agreement is being met by our IT provider by reviewing tickets raised and check they are being met by the SLA in place
- Communicate with suppliers in different projects.
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