D.R.A.W. Recruitment

Events Assistant, Contemporary Gallery

Details

Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Job description:

Our client, a leading contemporary gallery in London, is looking for an Events Assistant. The Events Assistant will provide assistance to the Events team with research, planning and execution for over 50+ events held by the gallery each year within the UK and internationally.

Responsibilities:

In this role, the Events Assistant will be responsible to support the smooth running of all gallery events.

Event preparation

  • Provide in depth venue research
  • Collate and manage guest lists
  • Draft and mail merge e-invites/ letters and manage replies
  • Provide event related tasks, booking venues, liaise/ work with contractors/ suppliers, draft White Cube checklist for staff
  • Work/ liaise with internal departments to ensure all elements of an event are on brief
  • Engage on and negotiate on contracts and budgets with external contractors for the best deal
  • Compile and produce event budgets

Events

  • Arrange deliveries and collections to event location
  • Assist with set-up and clear-out of event location
  • Implement the door policy at events as required
  • Assist at events as assigned
  • Provide VIP management and service as required

Office

  • Maintain a cost spreadsheet/ general event data fully updated
  • Manage expenses relating to departmental credit card
  • Maintain database and ongoing guest lists
  • Carry out research on venues, contractors, caterers
  • Maintain and oversee event equipment; conduct stock checks and order as necessary
  • Take general phone calls and event enquiries
  • Keep diaries and event summaries up to date
  • Archive event materials
  • Process petty cash and department expenses, issue and pass Purchase Orders
  • Keep thorough and accurate financial records
  • Some travel booking for Head of Events
  • Attend all gallery openings