Administrative Assistant FTC

Job Description

• Job Title:
  
  Administrative Assistant (6 months Fixed Term Contract)
• Location:
  
  Ascot Racecourse, Ascot High Street, Ascot, Berkshire, SL5 7JX
• £28,000 per annum (pro‑rata for contract length)
• 40 Hours / Monday to Friday (Occasional requirements to support Race days)
• Perks:
  Race Tickets

Are you highly organiser, great with words document, and looking for a full‑time office role where you can learn quickly and make yourself invaluable? As our Administrative Assistant based at Ascot Racecourse
, you'll support the Project Manager and Heads of Department with the essentials that keep the office moving booking meetings, preparing professional documents, sending clear communications, and checking menus and materials for accuracy, before they go out. You don't need years of experience just accuracy, a positive attitude, and pride in doing things properly.

• Diary & meeting coordination - book meeting rooms, manage diaries and team movements, send invites and clear internal comms.
• Document production & proofreading - produce professional Word documents, spell‑check menus and materials, ensure everything is accurate and well‑presented.
• Office systems & admin processes - maintain databases, contact lists, information folders, and keep office procedures running smoothly.
• Board & leadership support - prepare papers, take minutes, and provide day‑to‑day admin support to the Project Manager and Heads of Department.
• Accreditation, compliance & queries - manage annual/race‑day accreditation processes and handle core admin enquiries professionally and confidentially.
• People/admin coordination - support inductions for new starters, help run staff townhalls/welfare activities, and assist with event/race‑day admin (e.g., bookings, tickets/boxes).

For a full list of responsibilities please read the attached job description.

Essential

• Excellent written English
  : strong grammar, spelling and attention to detail (proofreading is a key part of the role).
• Confident with Microsoft Office
  : especially Word (plus Outlook; PowerPoint/Excel useful).
• Highly organiser & accurate
  : able to follow instructions, prioritise tasks and meet deadlines.
• Clear communicator
  : professional, friendly and confident with emails and stakeholders.
• Discreet and trustworthy
  : handles information with confidentiality and good judgement.
• Proactive attitude
  : takes initiative, stays calm under pressure, and enjoys supporting a busy team.

Desirable

• Experience in hospitality/service‑led environments or fast‑paced offices.
• Comfortable supporting events/race days and being flexible when required.
• Customer‑service mindset: empathetic, solutions‑focused, and professional at all times.

Working with Sodexo Live! is more than a job; it's a chance to be part of something greater. You'll belong in a company and team that values you for you; you'll act with purpose and have an impact through your everyday actions; and you'll be able to thrive in your own way. In addition, we also offer a range of resources, rewards and benefits for our colleagues and their families:

• Unlimited access to an online platform offering mental health and wellbeing support.
• Employee Assistance Programme to help with everyday issues or larger problems where you may need additional support, including legal and financial advice, support with work‑related issues or personal issues such as bereavement.
• Access to a free health and wellbeing app that provides rewards for maintaining a healthy lifestyle and includes access to a 24hr virtual GP and various other services.
• The Sodexo Discounts Scheme, offering great deals 24/7 (also open to friends and family) and/or the prepayment cashback card.
• Money Insights and financial benefits via the Salary Finance Platform.
• Save for your future by becoming a member of the Sodexo Retirement Plan.
• A Death‑in‑Service benefit for colleagues who pass away whilst employed by Sodexo.
• Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools.
• Cycle to Work Scheme to help colleagues do their bit for the environment whilst keeping fit.
• Volunteer…