Events Coordinator
Located in the heart of Mayfair, The Arts Club is one of London’s oldest private members’ clubs – celebrating its’ 160 anniversary this year – and home to a community of members with a passion for the creative arts, literature, and business. From distinguished art exhibitions to fine dining, live music, and an exceptional programme of events for members, the club remains at the heart of contemporary cultural life in London.
We are currently looking for a Events Coordinator to supporting a busy team who curate and activate how The Arts Club shows up to our audiences through the lens of marketing, communications, storytelling, events, and cultural programming.
Successful applicants will become part of a fun, dynamic team who work closely with the operations teams who bring The Arts Club to life on the daily basis.
About the role:
The Events Coordinator will be principally responsible for providing administration support to the Private, Members & Art events department. Answering the phones, taking enquiries to pass onto the sales team, diary management, writing accurate contracts and client invoices, costing sheets and submitting supplier invoices. Helping the team in co-ordinating event administration to maximise the success of events in the Club and ensure all departments’ diaries are aligned
In a nutshell:
- To be fully aware of the facilities we can offer in terms of room sizes, types of events that are possible in The Arts Club, entertainment options, food timings and the additional services that are able to provide such as AV and flowers.
- To ensure the telephone is always answered (office hours are 9.30am – 6pm) and liaise with clients in taking private party enquiries and messages and any member requests in regards to event bookings.
- Assist the Private Events Manager in responding to client requests within 4 hours if applicable and the Member & Arts Managers in responding to member requests with 6 hours via email.
- Diary Management – under the direction of the Event Managers; chasing clients with provisional bookings daily to ensure that all bookings in the diary are confirmed and if released that they are done so in good time for another client or department to use the space.
- Preparing the function packs in good time for the function sheet meeting in the preceding week. All details should be collated on a function sheet for distribution at the weekly Ops meeting held by the Department Manager.
- Assisting the Event Managers in liaising with all relevant departments at The Arts Club (chefs, FOH managers etc.) to help coordinate the client or manager needs for the event (I.e. special menus, different set up times, complicated events).
- Under the direction of the Event Managers, ensure that each client is issued with a contract, deposit invoice and the deposit schedule is adhered to. Including taking and arranging the deposit & final invoice payments, submitting external supplier invoices and any additional financial admin required.
- Liaising with the Music Coordinator to ensure all Department managers are aware of the current and upcoming music programme.
- Hours of work will be office hours 9.30am – 6.00pm, Monday to Friday. Flexibility for overseeing event set up & assisting Event Managers outside of office hours in return for time in lieu.
About you:
- Excellent organisation and administration skills
- The ability to multitask and work well under pressure
- A bright can-do attitude!
- Excellent telephone manner is imperative
- Excellent eye for detail
- Confident, professional, and welcoming personality
Tenacious team player who is an avid learner, adaptable and has exceptional interpersonal and communication skills
In return we offer fantastic rewards and benefits (T&C’s apply):
- Private medical benefits
- Discount in over 800 retail outlets
- Discounts on food & beverage in our restaurants and sister businesses
- Enhanced sickness pay
- Life assurance
- Long Service Awards
- Pension scheme
- An exciting range of learning and development programmes
- Enhanced maternity pay
- Uniform laundry service
- Opportunities for promotion and continual progression
- Complimentary meals while on shift
- Employee assistance programme
-
Occupational health nurse
Eligibility: In line with the requirements of the Asylum and Immigration Act 1996, all applicants either must be eligible to live and work in the UK. Documented evidence of eligibility will be required from candidates as part of the recruitment process.