Guest Administrative Assistant

About the role
The Guest Administrative Assistant plays a key role in ensuring the smooth and professional operation of Williams F1 Team Headquarters. As the first point of contact for visitors and guests, this role provides a consistently high standard of welcome and administrative support across the business, ensuring our reception and guest management processes reflect the professionalism and excellence of the Williams brand.

Main Duties

• Deliver a warm, professional welcome to all visitors, guests, and staff at Williams F1 Team HQ.


• Manage all incoming calls, directing them appropriately, and oversee the ‘personnel’ and ‘charity’ inboxes.


• Perform administrative tasks such as filing, mail sorting, and processing outgoing business mail via the franking machine.


• Maintain cleanliness and organisation of all reception areas, ensuring literature and displays are up to date.


• Monitor and replenish basic office supplies.


• Collaborate with Facilities to manage visitor check‑ins through the Envoy Guest Management System, liaising closely with Security.


• Prepare and set up meeting rooms, coordinating with on‑site catering for hospitality and refreshments.


• Represent the business with a positive, professional attitude and appearance at all times.


• Handle confidential and sensitive information with discretion.


• Provide occasional support for internal staff engagement activities.


• Manage correspondence relating to charity and fan requests, including administering fan competitions.


• Undertake regular and ad‑hoc administrative support for other departments, such as assisting HR with new starter boxes, coordinating safety equipment for OH&S, and issuing supplier invites.

Qualifications

• Previous experience in a Reception, Customer Service, or Administrative role is essential.


• Excellent interpersonal and communication skills.


• Strong organisational skills with the ability to multitask in a fast‑paced environment.


• Professional, approachable, and customer‑focused demeanour.


• Proficient in Microsoft Office applications and experience with visitor management systems (e.g., Envoy) desirable.


• Experience working in a corporate or hospitality environment preferred.

Additional Information
Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.