D.R.A.W. Recruitment

Events Assistant, Contemporary Gallery


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.


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


  • 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


  • 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