Event Coordinator - The British Museum｜Meet.jobs

Role Summary

Event Coordinator
Events
Full-Time
Permanent
£23,916 per annum
Application Deadline: 12pm (midday) 21st April 2022

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 Member 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, departmental and other key stakeholders diaries. Oversee the guest list procedure for events, where the RSVP process is managed by the Event Assistant. Manage and update guest list procedure for own events, where required. 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 key stakeholders and departments to ensure appropriate awareness and 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 and/or complex events.  Work with Event Managers on planning and executing of virtual events, including creative content. To support the Event Manager complex planning and execution of events held nationally and internationally, when required. This includes conducting site visits of venues and liaising with external suppliers / contacts.

 

• External Events: to manage the day-to-day relationships of Corporate Members and smaller Sponsors and facilitate the successful delivery of all aspects of their events, advising on Museum capacities, stylistic issues, terms and conditions, recommending contractors and agreeing contracts. Assist the Event Managers with regular sponsorship and benefit usage reports. To maintain regular communication with Corporate accounts and provide regular sponsorship and benefit usage reports to help our clients make best use of their benefits.  To providing logistic support miscellaneous events from other organisations with a cultural or thematic link to the Museum, where required. Joint responsibility for the management of the commission process, ensuring all commission is collected accurately and timely.  To support the Corporate Relations team as they work to meet the targets for recruiting Corporate Sponsors and Members and securing contract renewals. Support the Corporate Relations team in responding to enquiries about events at the Museum for existing Corporate Members and new business contacts. Communicate effectively all the benefits of Corporate Members 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 liaise with key stakeholders (including Operations, Security, Visitor Services and Facilities Management teams) to ensure appropriate awareness and support is provided for events. 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 targets, ensuring accurate financial reports are kept and correct financial procedures are followed and maintained. To keep all shared systems up to date, including Advancement Department’s database. To monitor the central diary and departmental diary, anticipating potential clashes and rescheduling where necessary. Joint responsibility for the management of event contractors at events, ensuring they understand and adhere to the terms of their work on site.  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.

The British Museum is committed to promoting equality of opportunity for all staff and job applicants. We aim to create a working environment in which all individuals can make best use of their skills, free from unlawful discrimination or harassment. We value the benefits that a diverse workforce brings to a museum which represents world culture. The Museum is committed to ensuring that no job applicant suffers unlawful discrimination because of any protected characteristics. Our recruitment procedures aim to ensure that individuals are treated because of their relevant knowledge, skills and experience.