Salary:£23,916 per annum
Location:London Role Summary Event CoordinatorEvents Full-Time Permanent £23,916 per annum Application Deadline: Midday, 29 July 2021 The British Museum is seeking an Events Coordinator to join the Events department. The main purpose of this role is to support the delivery of all events taking place at the British Museum with particular responsibility for mid-level Museum hosted events, smaller Sponsor and Corporate Partner events. To be responsible for maintaining excellent standards in all aspects of event delivery and provide guidance to the Events Assistant. To ensure that the safety and integrity of the building and the collection are a paramount concern at all times.
Key Areas of Responsibility:
Museum-Hosted Events: to be responsible for the delivery of allocated mid-level internal events taking place at the Museum including smaller exhibition openings, drinks receptions and dinners, private views, tours and early morning viewings. Ensure events are booked into the central booking’s diary and other key diaries. Oversee the guest list procedure for events over 50 guests (where the RSVP process is managed by the Event Assistant) and manage own guest list procedure for events under 50 guests. Make and contribute to decision making regarding the stylistic elements of events, commission contractors and ensure all the necessary practical arrangements are carried out. Ensure events are kept to the delegated budget and follow correct financial procedures. Liaise with Operations, Facilities Management and other museum departments to ensure appropriate support is provided for events. Ensure the Event Managers and Head of Events are kept up to date on all aspects of event delivery. Work with the Events Managers on the delivery of particularly large or complex events.
External Events: to facilitate the successful organisation of events hosted by the Museum’s Corporate Partners, members and smaller Sponsors advising on stylistic issues, filming onsite, terms and conditions, recommending contractors and agreeing contracts. Assist the Event Managers with regular sponsorship and benefit usage reports. To respond to requests for miscellaneous events from other organisations with a cultural or thematic link to the Museum, providing logistic support where required. Joint responsibility for the management of the commission process, ensuring all commission is collected accurately and timely. Support the Corporate Relations team in recruiting corporate partners and sponsors and ensuring contract renewals and in responding to enquiries about events at the Museum. Communicate effectively all the benefits of corporate partnership through site visits and other appropriate methods.
Processes & Procedures: To assist the Head of Events and Event Managers in reviewing event policies, systems and processes to improve efficiency and cost effectiveness. To highlight to the Events Managers any potential for disruption to events by other museum activities. To highlight any issues which might compromise the successful delivery of events or be a danger to the building or collection and suggest solutions wherever possible. Monitor income and expenditure for the Events Manager, ensuring accurate financial reports are kept and correct financial procedures are followed. To keep all shared systems up to date including the membership section of the Development Department’s database. To monitor the diary, anticipating potential clashes and rescheduling where necessary. Joint responsibility of the management of event contractors at events. To assist in reviewing and accrediting the status of approved contractors on a regular basis.
Other: to undertake any additional duties that are required as and when they arise.
Person Specification:
Education: good GCSE in maths and English or equivalent.
Specific technical/professional skills and experience: specialist knowledge of managing events; corporate client liaison/account management; IT literacy (Word and Excel) and fast keyboard skills.
Work experience: events management experience.
Specific managerial skills: budget management; excellent attention to detail including financial accuracy; problem solving; strong planning and organisational skills.
Specific interpersonal skills: excellent negotiation and diplomatic skills; confidence, good presentation skills and ability to communicate with a wide range of people; ability to work well as part of a team; flexibility and enthusiasm.
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