Please note that this vacancy has expired and you can no longer apply.
This is a fixed-term position for 12 months to cover a period of Maternity Leave.
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 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 have a new opportunity for an experienced Events Operations Manager to join us to cover a period of maternity leave, delivering an exciting and varied portfolio of public programming events across the Royal Academy campus and at off-site venues.
The Events Operations Manager – Public Programmes will work closely with our programmers in the Architecture, Events and Lectures, Learning and Lates teams to plan and deliver a range of events which not only meet the high standards of the Academy and the expectations of our visitors and Friends, but also target and develop new audiences.
You will possess significant experience of event organisation, working with suppliers and managing budgets. Resourceful, energetic and polished, you will be extremely well-organised, with razor sharp attention to detail, thorough administrative skills and competence in IT and social media. Most importantly you will demonstrate a warm, friendly and engaging manner, and the ability to build strong professional relationships.
A committed and supportive team player with a ‘can-do’ attitude, you will have a flexible approach to working extended hours to cover breakfast, evening and regular weekend events, such as Saturday Lates. Lastly, you must be able to demonstrate a genuine interest in the visual arts.
Closing date for applications: 25 November 2018 (midnight)
Interviews to be held w/c: 3 December 2018
To deliver a portfolio of public programming events as assigned by the Head of Events (HOE) to a standard commensurate with the standing and reputation of the Royal Academy.
To work closely with the Architecture, Adult Learning, Learning and Lates Programmers to operationally deliver each event to the highest standard whilst meeting the event objectives.
To monitor and report on expenditure against set budgets.
Manage and implement a portfolio of public programming events assigned by HOE: to include events across the RA campus and at off-site venues.
Organise and arrange each event within portfolio against set targets and objectives as set by HOE, working closely with the specific event Programmer to meet the requirements of each event.
Devise timetables, schedules and summaries for each event as well as completing an Events Sheet and attend the weekly Facilities Meetings as required.
Ensure all events are booked into the Ungerboeck space scheduling database.
Liaise with speakers and participants on all aspects of the planning and logistics of the events for the day including schedules, AV requirements, travel and accommodation.
For on-site events liaise with AV, porters/facilities and security. When event is held off-site make bookings and liaise with venue on AV, catering and event delivery.
Work with the Box Office Team to organise event ticketing on evening and monitor attendance and income in liaison with the relevant event programmer.
Manage guest lists.
Organise catering and hospitality including audience refreshments, participant green rooms and speakers dinners.
Organise and oversee the commissioning of photography when appropriate.
Oversee the event delivery including on-site signage, opening slides and tend to speakers and public needs.
Managing event facilitators and any front of house staff assigning them each duties, assuring they are well briefed and delivering throughout event.
Organise the recording of events where appropriate, getting all necessary permissions and ensure talks are podcast on RA website once signed off by specific event programmer.
Maintain operational debriefs and event reports for each event within portfolio and prepare events for archiving.
Attend meetings as requested, generate statistical information as necessary.
Ensure all necessary site visits and supplier meetings, documentation, records and correspondence are maintained and undertaken project by project.
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.
Build and maintain contacts as well as a high level of communication and a smooth flow of information between Academy departments, including Artistic Programmes, Marketing, Press, Facilities, Security and the CEO & Secretary’s Office.
Ensure all event, client and prospect records are kept updated on Raiser’s Edge database.
Monitor budgets and contribute to forecasts; report to HOE and relevant programme Budget Holders as required. Seek quotes and costings as necessary and works closely with Finance Department on the invoicing process.
Put suppliers onto the systems with all necessary paperwork and raise and send PO’s and invoices promptly for each event.
Participate in regular Events Team meetings; contribute to target setting, information sharing and overall objectives.
Attend regular Learning and Architecture team meetings; contribute to target setting, information sharing and overall objectives.
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.
Undertake any other duty which may reasonably be allocated by the HOE or other senior officer.
Experience of event organisation and event co-ordination
Experience of working with event suppliers
Experience of working within set budgets and meeting income and expenditure targets
Experience of working within a historic (listed) building
Strong project management and organisational skills with meticulous attention to detail
Ability to co-ordinate many details, information, requirements to deadlines
Able to pre-empt problems, find solutions and plan in advance. Ability to respond quickly to challenges
Excellent IT skills – preferably MS Office and Raiser’s Edge database
Demonstrate a genuine interest in the visual arts
Calm and 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
‘Can-do’ and proactive attitude
Smart appearance and a confident manner
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