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Corporate Events Manager (Maternity Cover)

Royal Academy of Arts
Art Marketing and PR, Art Museums and Institutions
   Location: London
   Salary: up to £28,000
Experience: Mid Level
  Organisation: Royal Academy of Arts
Deadline: 31/03/2019

About the Royal Academy of Arts 
The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our programme of world-class exhibitions ranging from David Hockney RA: A Bigger Picture to Painting the Modern Garden: Monet to Matisse and our most recent blockbuster, Charles I: King and Collector. It is a particularly exciting time in our history. An ambitious redevelopment by David Chipperfield RA opened in 2018 which unites our two buildings, providing refurbished galleries, a state-of-the-art auditorium and a dedicated Collection Gallery in Burlington Gardens.

We are an innovative and forward-looking organisation, yet we’re also immensely proud and respectful of our two and a half centuries of heritage. Our mission is to be a clear, strong voice for art and artists and we are leaders in the exhibition, creation and debate of the visual arts. Our staff, volunteers, students and Royal Academicians all share and support this vision, and our values are at the core of all that we do.

About this position
The Royal Academy’s Events Team organises a very busy programme throughout the year of over 500 fundraising, internal and corporate events. We now have a fantastic opportunity for an experienced and commercially astute Corporate Events Manager to join our successful team.

You will work closely with the Senior Corporate Events Manager to market, sell, plan and deliver a portfolio of events for corporate clients, fashion brands and private hire, delivering to a high standard within budget, and achieving maximum income.

About you
You will possess strong event organisation experience, ideally within a venue environment as well as significant new business experience, and strong skills in sales and marketing, being able to generate commercial opportunities.

Resourceful, energetic and well presented, you will be supremely organised, with razor-sharp attention to detail.  Most importantly you will demonstrate a warm, friendly and engaging manner. A strong team player, you will have a flexible approach to working extended hours to cover breakfast, evening events and occasional weekends.

The work will entail a significant amount of self-administration, answering enquiries about events, managing mailings, and conducting site visits to secure new business. You will need strong interpersonal and IT skills, and be able to demonstrate a genuine interest in the visual arts.

Closing date for applications:         31 March 2019n(midnight)
Interviews to be held w/c:                w/c 08 April 2019

JOB DESCRIPTION

JOB:                           Corporate Events Manager

DEPARTMENT:         Development

REPORTING TO:       Senior Corporate Events Manager

 

MAIN OBJECTIVES

 

  • To plan and deliver a portfolio of events in both Burlington House and Burlington Gardens as assigned by the Senior Corporate Events Manager (SCEM) and Head of Events (HOE), and to promote the Royal Academy (Academy)

 

  • To ensure Academy events are managed to a standard commensurate with its standing and reputation, on budget and, where applicable, to achieve maximum potential income

 

  • To monitor and report on expenditure against set budgets

 

  • To promote the Academy in conjunction with the SCEM to the corporate sector, as a venue for entertaining

 

MAIN DUTIES

  1. Manage and implement portfolio of corporate and sponsor events assigned by SCEM and HOE: to include events in Burlington House and 6 Burlington Gardens which will include breakfast, evening and weekend working
  2. Work with the SCEM to identify and cultivate potential corporate members and take a proactive role in forming good working relationships with corporate members, non-corporate members, private individuals, charities, agents and consultants through regular meetings, presentations and general networking.
  3. Monitor budgets and contribute to forecasts; report to SCEM as required. Seek quotes and costings as necessary and works closely with Finance Department on the invoicing process.
  4. Work closely with the SCEM to target and develop new events business.
  5. Write letters of confirmation; raise and send invoices promptly for each corporate event in conjunction with the SCEM.
  6. Organise and arrange each event within portfolio against set targets and objectives as set by SCEM and HOE.
  7. Work closely with SCEM and other Academy Staff to ascertain and agree requirements and details of each event.
  8. Devise timetables, schedules and summaries for each event, as required.
  9. Maintain debriefs and event reports for each event within portfolio.
  10. Attend meetings as requested, generate statistical information as necessary as set by the SCEM and HOE.
  11. Share information with the SCEM and Project Giving Team about potential companies to approach for corporate membership/sponsorship.
  12. Ensure all necessary site visits and supplier meetings, documentation, records and correspondence are maintained and undertaken project by project.
  13. Develop and maintain good working relationships with external suppliers/agents, establish high standards and resolve difficulties and problems as they arise. Oversee their work and product, co-ordinate the delivery and collection of equipment, security, lighting and furniture requirements in accordance with Academy requirements and regulations.
  14. Build and maintain contacts as well as a high level of communication and a smooth flow of information between other Academy departments, including Project Giving, Facilities, Security and the CEO & Secretary’s Office.
  15. Ensure all event, client and prospect records are kept updated on Raiser’s Edge database.
  16. Participate in regular team meetings; contribute to target setting and overall objectives as well as providing support across the team and working at larger internal events where necessary
  17. Ensure that Health & Safety policies, procedures and regulations are known, understood and complied with by yourself, your team and any contractors, suppliers and all others who work with the team.
  18. Undertake any other duty which may reasonably be allocated by the SCEM, HOE or other senior officer.

PERSON SPECIFICATION

EXPERIENCE

  • Experience of event organisation and event co-ordination with commercial clients
  • Existing event sales and marketing experience within the private and commercial sector
  • Experience of working with event suppliers to generate new events business
  • Experience of working within set budgets and meeting challenging income targets
  • Experience of working within a historic/listed building

SKILLS

  • Strong project management and organisational skills with meticulous attention to detail
  • Ability to co-ordinate many details, information, requirements to deadlines
  • An effective networker, with a talent for identifying commercial opportunities
  • Able to pre-empt problems, find solutions and plan in advance. Ability to respond quickly to challenges

KNOWLEDGE

  • Excellent IT skills – preferably MS Office and Raiser’s Edge and Ungerboeck databases
  • Demonstrate a genuine interest in the visual arts

PERSONAL QUALITIES

  • Strong commercial acumen, persuasive, with demonstrable negotiation skills
  • Genuinely interested in people with first class people skills, able to build rapport and forge strong professional relationships
  • Flexible approach to work, willing to regularly work outside office hours in order to cover morning,  evening and weekend events
  • Smart appearance and a confident manner.

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