Event Executive

Organisation

The Boat Race Company Ltd

Salary

£17,500

Location

Home based/London/SE

Contract type

Permanent (Part time)

Closing date

29 July 2026

Job Description

About The Boat Race

The Boat Race is an annual rowing competition between the University of Oxford and the University of Cambridge. First held in 1829, it is one of the oldest and most prestigious sporting events in the world, drawing a large audience both in person and via broadcast.

Position Overview

The Boat Race Company Ltd (BRCL) is seeking a part-time dynamic and detail-oriented Events Executive to join our team. The successful candidate will report to the Operations Manager and will play a crucial role in planning several events culminating in the main event -The Boat Race 2027. The role will be focused on the detailed planning and execution of individual events, working closely with stakeholders (clubs, other BRCL execs, clients, suppliers, councils) and vendors to bring the events to life.

This position is ideal for someone with excellent organisational skills, and the ability to work independently and within a team in a fast-paced environment. The Event Executive would work 2.5 days a week for 42 weeks a year and then 5 days a week for 10 weeks over the run up to the Boat Race (11th April 2027) and one week after.

Primarily a remote working role but would prefer the applicant to be located in the London/South East region so that they can attend event sites/BRCL meetings.


Main Responsibilities

1. Event Logistics & Coordination

• Input into master event schedules, timelines, and operational planning

documents.

• Regularly updating of the project management systems and files to track task

progress and deadlines.

• Manage all requirements of the storage facility.

• Oversee the access and inventory of the BRCL storage lock-up.

• Manage uniform ordering, storage and distribution, including volunteers,

staff, umpire and off water club kit.

• Organise staff and athlete food and drink provisions for events.

• Manage BRCL accommodation requirements at all events.

• Maintain operational equipment and kit including scales, megaphones,

stopwatches, lifejackets and merchandise sales equipment.

• Coordinate trophy delivery including return, and security arrangements in

advance of key events.

• Support the Launch Coordinator in planning Tideway Week and Boat Race

Day for all launch requirements, booking of launches across the season.

• Collaborate with others eg Partnership Manager and Exec Secretary to manage

guest and launch passenger lists across launches.

• Ad hoc operational support for Operations Manager.

• Support the collation and organisation of accreditation


2. Volunteer & Crew Support

• Recruit and liaise with volunteers.

• Collaborate with Exec Secretary to schedule volunteer roles at The Boat

Race.

• Collaborate with Exec Secretary to draft and deliver regular communications

to all volunteers and temp staff.

• Act as primary point of contact for temporary event crew.

• Manage event accreditation ordering, allocation and distribution at all

events, including name badges, wristbands and event accreditation.

• Coordinate all briefing materials for volunteers and temporary staff.

• Organise the volunteer and temp staff debrief to inform ‘Wash-Up’


3. Merchandise

• Collaborate with Exec Sec to liaise with supplier

• Responsible for managing stock

• Organise deliveries, record sales

• Work with Operations Manager to organise in person sales facilities

• Deliver marketing support for in-person merchandise sales


4. Administration

• Maintain timelines, trackers, and documentation across multiple

event projects.

• Attend, take notes and distribute actions from Operations and ROC meetings.

• Create and distribute debrief forms for volunteers, compile event summaries,

and contribute to post-event reporting for each event.

• Assist in the creation of Event Documentation.


5. On-site Event Support

• Be available for on-site delivery during key event periods including media days: Trial VIIIs (11 & 12 Dec 2026), Tideway Week (Feb/March) and Race Day (11th April 2027).

• Support the set-up and breakdown of event sites and equipment.

• Distribute key documentation and accreditation at event

• Support the Operations Manager with delivery of events


Qualifications & Experience

· 2-3 years experience in event management

· Previous experience working on sporting or high-profile events would be desirable.


Person Specification:

· Strong written and verbal communication skills.

· IT proficient so able to utilise site and project management software

· Ability to work both independently and as part of a team.

· Excellent organisational and project management skills with attention to detail.

· Ability to meet tight deadlines and handle multiple projects simultaneously.

How to apply

If you are interested in joining us then please send a covering letter with your cv to illustrate your relevant skills and experience for this role. Send to recruit@partnersinhr.co.uk No agencies please

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