Art. World. Jobs.

Events and Space Scheduling Assistant

Art Marketing and PR, Art Museums and Institutions
   Location: London
   Salary: £22,000
Experience: Junior Level
  Organisation: Royal Academy of Arts
Deadline: 21/04/2019

About the Royal Academy of Arts

The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions, whose purpose is to be a clear, strong voice for art and artists. Our public programme promotes the creation, study and enjoyment of art to a wide range of audiences through exhibitions, education and debate.

We recently unveiled our expanded campus in the heart of Piccadilly, in celebration of our 250th anniversary.  A major building project has completely refurbished one part of the campus and linked our two main buildings, Burlington House and 6, Burlington Gardens, through a scheme architected by David Chipperfield RA.

About the Events Team

The RA’s Events Team organises a very busy programme throughout the year of over 500 fundraising, internal and corporate events including the Summer Exhibition Preview Party, the RA Schools Annual Dinner and Auction, and the opening events for our extensive exhibitions programme. Events range from small dinners for 20 guests to glamorous receptions for over 1000, attended by prominent individuals from across the arts world to celebrities, politicians and royalty.

Our team is now looking for an Events and Space Scheduling Assistant. This is a fantastic opportunity for an outgoing and unflappable administrator who is seeking to forge a career in events.

About You

Polished and well-presented with a friendly, positive and ‘can-do’ manner, you will ensure the smooth running of events administration. You will be extremely well-organised and methodical, with well-honed administrative skills and razor-sharp attention to detail.


This role entails a significant amount of data entry, ensuring that databases are kept up-to-date, as well as answering enquiries about events, managing mailings, and greeting guests at events. You will need relevant office experience, strong interpersonal and IT skills, and must have a genuine interest in the visual arts.


The benefits we offer

  • A very generous pension, contributing up to 10% of your salary into a defined contribution scheme
  • In addition to 25 days’ holiday and 8 days’ bank holiday each year, we close between Christmas Eve and New Year, allowing staff additional paid leave
  • Staff are encouraged to attend free History of Art and life drawing classes on site
  • We also have a staff choir, running and craft clubs
  • Best of all, we have reciprocal agreements with many leading museums and art galleries in London and New York that enable you to enter for free with your staff pass.


Closing date for applications:         Sunday 21 April 2019 (midnight)

Interviews to be held:                       week commencing 29 April 2019




JOB TITLE:                Events and Space Scheduling Assistant (12-month fixed term)

DEPARTMENT:         Development

REPORTS TO:           Senior Events Manager



Events Administration

  • Provide full administrative support for the entire Events team.
  • Work closely with other members of staff across the RA to ensure the success of the Events Team.
  • Ensure databases are kept up-to-date with accurate information for both the diary of events across the RA and for ease of guest list administration.
  • Attend and contribute to meetings for Events (Briefings, Committee meetings, De-briefs).
  • Develop and manage office systems to ensure the smooth running of the Events Office.
  • Work with the Event Managers to ensure events are executed to a very high standard, both before, during and after the events.


Space Scheduling and Training

  • Administer the Royal Academy’s space scheduling database (Ungerboeck), ensuring accurate data is inputted and available to all colleagues in a timely manner.
  • To optimise usage of Ungerboeck as the RA’s main space scheduling tool.
  • To provide Ungerboeck training (individual and group) and helpdesk support to colleagues across the RA, supported by the Senior Events Manager and IT.



Events Administration

  • Act as first point of contact for Events: receive and filter incoming mail and telephone enquiries, gather/exchange information, answer straightforward queries or distribute as appropriate.
  • Manage the Events email inboxes; up-date all Event RSVPs and attendee lists as well as responding to corporate event enquiries.
  • Undertake general office administration: data entry, filing, maintain systems, order stationery, monitor stationery stock levels.
  • Manage the Events Schedule: ensure all events are in the master schedule and team diaries.
  • Make all necessary arrangements for meetings, to include booking rooms, venues, refreshments, making reservations if required.
  • Attend any appropriate meetings: take minutes or notes and produce first draft for checking and approval. Make necessary adjustments and circulate final version. Take follow-up action as required.
  • Assist Senior Corporate Events Manager with Corporate Events administration: produce, chase and track contracts, manage commission invoicing and enter events onto database.
  • Bank and administer tickets for fundraising events.
  • Stock control of printed materials: invitations, envelopes, and menu cards.
  • Assist with specified evening events: manage the front desk and all enquiries, signage, guest lists etc.
  • Manage and update all Core lists, circulate to all departments, compile additional lists, produce the guest lists and labels and oversee and undertake mailings.
  • Comply with all relevant Health & Safety policies, procedures and regulations and take appropriate and reasonable care for the safety of colleagues and visitors to the Academy.
  • Undertake any other duty, which may reasonably be allocated by the Deputy Director of Development, Head of Events, Senior Events Managers or other Senior Officers.

Space Scheduling and Training

  • Maintain full and accurate system administration of Ungerboeck, create Super User profiles and manage their access rights and system views.
  • Adapt and reconfigure Ungerboeck in response to changes at the RA and user feedback, e.g. adding new spaces, suspending spaces that are unavailable due to building work, updating space details, adding new resources that can be booked, configuring light user access and gatekeeping settings.
  • Provide regular and structured training and help desk support/service to all Ungerboeck Light and Super Users. Ensure all new Super Users receive training within a week of gaining their licence. Provide Light User training to other staff on request. Provide feedback to line manager on progress and performance following training.
  • Monitor the usage of Ungerboeck and provide refresher training where repeat problems/errors are identified.  Provide feedback to line manager on trainee’s progress and performance using the database.
  • Ensure all events and space bookings are accurately recorded in Ungerboeck and provide a central point of contact for queries.
  • Provide support for Ungerboeck Light Users with more complex booking requirements or refer them to their team Super User. Provide support in emergencies where bookings need amending.
  • Act as Ungerboeck Gatekeeper for booking requests as required and stand in for other Gatekeepers if they are unavailable.


  • Accurate and methodical approach to work, with razor sharp attention to detail, fast and accurate data entry skills.
  • Highly computer literate, an advanced user of Microsoft Word, Excel and PowerPoint packages, preferably version 2010.
  • Preferably experience of the Raiser’s Edge, Tessitura and Ungerboeck databases.
  • Strong administration skills with specific experience of taking meeting minutes, letter drafting/writing, maintenance of accurate records and establishing and maintaining effective monitoring and filing systems.
  • Well organised with a flexible approach to work and the ability to work to deadlines whilst prioritising a varied workload. Well prepared, able to manage complex diaries, databases, arrange meetings via Outlook and plan logistics for meetings.
  • Able to multi task effectively.
  • Excellent interpersonal and communication skills to develop strong working relationships with internal staff and external agencies. Able to deal with variety of enquiries (by phone and email), at ease in all social settings, confident and out-going personality.
  • Well presented, assertive and confident.
  • First class written English, strong drafting skills for clear and professional written communications.
  • A calm, methodical and highly accurate approach to work.
  • The ability to work co-operatively in a team.
  • Established office experience covering a range of systems and procedures – covering filing systems, diaries and/or bring-forward systems, meeting organisation, background research skills.
  • Ability to deal with a high volume of work and to co-ordinate and work closely with colleagues.
  • A commitment to the work of the Royal Academy and a strong interest in the visual arts.

Art. World. Jobs.