Event / Office Administrator
Job Description
Background
pie provide bespoke guided bike rides. We develop and deliver tailored events for businesses, charities and individuals. The successful applicant will be part of a small full-time team based in a very busy office and will work with an extended team of freelance guides, tour leaders and medics, all committed to ensuring that our growing list of clients have a brilliant pie experience on every event.
www.pieevents.co.uk
The Person
If you like to work in a completely structured environment, then pie is probably not for you. We need people with a flexible can-do attitude and who have the energy to be part of the pie journey; individuals who are not afraid of having to ‘pitch in’ in order to ensure we deliver the best event experience a client can have, and who thrive on hard work and getting the job done.
Overview
Reporting to the MD and senior members of the pie events team, your main responsibilities will be to provide administrative support in the development and delivery of pie’s events (walking and cycling).
We are open to this being either a full-time or seasonal (January – Early October) position.
Description of Role – Principal Functions:
Event Coordinator Role
· Principally, this role is about building our events by: finding and booking hotels across Europe and the UK for our groups, finding and booking stops for our cyclists across Europe and the UK, etc. This involves negotiating costs and managing payments for all of the above.
· Secondly, as we get closer to the events themselves, it is about managing the above bookings with changes in numbers and negotiating with these suppliers for excellent payment terms. This includes communicating rooming lists, dietary requirements, cyclists’ medical information, etc, as well as compiling information for the customs brokers.
· Coordinating staff travel to events across the UK and Europe, including flight, ferry and car hire bookings.
· In the last month leading up to an event, the role moves primarily to finalisation of the above plus delivering the final Event Manuals for all cyclists and staff on our events, the final Health and Safety information, etc.
· Writing participants communications, webpages and designing event specific graphics (Canva, Gimp etc).
· In addition, but not exclusively, there are other jobs such as managing databases of freelancers’ personal information through collection and collation and a share of the general running of the business.
Finance Role
· To support the pie accountant via data inputting, invoicing, reconciliations, etc. This role requires some finance knowledge, spreadsheet excellence, a comfort with numbers, accuracy and attention to detail.
Office Coordinator Role
· To ensure that all aspects of the running of the office are delivered in a timely and efficient way. This includes but is not limited to stock keeping and ordering of office and event supplies.
· Ordering (and sometimes designing!) event clothing and pie branded items.
· Reviewing and updating office policies as necessary.
· Filing, bank runs, post office runs, etc.
Other
· We have to plan each day of each event. Understanding the planning process and using various online tools is integral to the job.
· Aspects of the work can be physically demanding, with lifting, packing vans, bulk shopping, etc part of the job.
· For the right person, there will be opportunities to work on our events.
Skills and Competencies
All aspects of the role require:
- Excellent written and spoken English.
- Excellent use of Word, Excel and PowerPoint essential. The ability to input and manage data via Excel and to understand the outputs.
- Excellent IT skills.
- Management of relationships internally (within the office team and with freelancers) & externally (clients and other stakeholders).
- The ability to respond promptly to requests, to prioritise and to manage tight deadlines is critical.
- A can-do attitude and huge amount of initiative is imperative.
- A willingness to work longer than normal hours when the business requires it.
- Spoken French/Italian/Spanish will be very useful.
- Intellect and integrity.
- Clean driving licence.
- Extreme flexibility and adaptability.
Experience
· Managing the delivery complexities of multiple simultaneous events.
· Budget management and reconciliation.
· A background in either the travel or events industries.
· Previous experience working in itinerant events.
· Comfortable working with WordPress, WP Bakery, and Elementor.
· Ability to use route plotting software e.g. RWGPS.
· Experience working with event registration platforms e.g. TicketTailor, Zoho Backstage or similar.
· Managing corporate social media accounts – Instagram, LinkedIn, Facebook, TikTok.
· Previous experience and understanding of working in a small business environment.
Interests
· A passion for the outdoors and sport, preferably cycling – it’s what we do.
· A passion for doing the very best they possibly can in all aspects of the job.
· We have a (very gentle) dog in the office.
Package
· £25-28k per year (full-time/full-time equivalent) depending on experience.
· 5 days a week based at the office in Weybridge in Surrey.
· Hours are 9 am – 5.30 pm*.
· 25 days holiday annually (full-time/full-time equivalent).
· Bonus structure based on the company’s success.
· We are open to this being either a full-time or seasonal (January - October) position.
*The nature of the role requires flexibility with working arrangements; from time to time, some evening work will be required to meet deadlines, notably in the 2 – 3 weeks leading up to an event
Interested?
· Send us a Cover Letter and CV detailing the relevance of your application to the above criteria and to what you see on the website to: [email protected]
· Start date: ASAP
· Closing date for applications is 10th of July 2026.
Pay: £26,000.00-£29,000.00 per year
Benefits:
- Casual dress
- Company pension
- Discounted or free food
- Free parking
- On-site parking
- Profit sharing
- Sick pay
Work Location: In person
