Please note that this vacancy has expired and you can no longer apply.
This is a 12 month fixed-term role.
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 Assistant. This is a fantastic opportunity for an outgoing and unflappable administrator who is seeking to forge a career in events.
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 25 November 2018 (midnight)
Interviews to be held: week commencing 3 December 2018
JOB TITLE: Events Assistant (12 month fixed-term)
REPORTS TO: Senior Events Manager
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
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.
Update and circulate the Weekly Events RSVP updates to the Events team.
Manage the Events Schedule: ensure all events are in the master schedule and team diaries.
Assist with the management of events on the database to ensure these are correct and up-to-date for all Academy use.
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, Heads of Events, Senior Events Managers or other Senior Officers.
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.
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.
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