Job Title: Events Manager (Full time, Permanent)
Reporting to: Director of Events
Working hours: Monday to Friday, 10.00am to 6.00pm (presence at Events is required outside of these hours)
Location: Bermondsey
Overview
White Cube are renowned for their tailor-made events which support and promote gallery activity, engaging audiences throughout the art world and beyond.
This new role will be responsible for planning and managing the White Cube Events programme which focuses on Artists and Exhibition celebrations, client development events and art fair activity.
As we continue to grow rapidly, the demand for events has increased exponentially. We are, therefore, looking for somebody who can bring strong project management and process engineering experience to help us implement processes to streamline the process for delivering our events, from initial idea to delivery and review. The successful candidate will have experience managing multiple concurrent events or projects, each with different needs but all united under one brand. They will also have experience in engaging and collaborating with internal and external stakeholders.
The Events Manager will manage the Events Coordinator.
Key Responsibilities
The Event Manager will be responsible for managing events from start to finish throughout the White Cube Calendar:
1. In consultation with the Director of Events and key stakeholders (internal and external), create and define the Event Brief, setting event parameters.
2. Create processes and protocols to systemise the department’s approach to event planning, management and delivery.
3. Propose and implement a centralised Events tracking system to ensure all relevant information about all events at different planning stages is correct and available.
4. Liaise with internal and external stakeholders to ensure the vision for the event is delivered.
5. Develop Event briefs and deliver to them including compiling in-depth venue research, presenting options based on the size and style of the event whilst also in keeping with the White Cube brand.
6. With the Events Coordinator, oversee the management of all aspects of each event including venue selection/hire, engaging vendors, managing guest lists and controlling budgets. Escalate any problems as necessary.
7. Engage and negotiate contracts and budgets with external contractors.
8. Work with the team to deliver on administrative and operational aspects of event planning and delivery including:
1. Collate and compile guest lists, working with colleagues across departments.
2. Oversee the invitation process from design to mailout and RSVP logging for multiple concurrent events.
3. Provide event related tasks, booking venues, liaising with contractors/suppliers, drafting White Cube checklist for staff etc.
4. Ensure full risk assessments are completed and reviewed.
9. Deputise for the Events Director in managing event planning and delivery in order for her to focus on artist management and event strategy.
10. Ensure departmental information and administration is well-organised and maintained, including:
1. Event Calendars are accurate and up to date.
2. Guest lists are up-to-date and accurate with relevant information communicated to key colleagues regularly and upon request.
3. Departmental financial records are current and accurate, with POs and invoices processed in a timely fashion.
11. Work closely with internal project delivery teams to oversee the integration of updated CRM and Mailchimp into the department.
12. Produce, compile and maintain event budgets as defined by the Events Director.
13. Attend White Cube events to ensure smooth management and troubleshooting any problems as they arise.
Person Specification
• Excellent project management skills with the ability to track progress of multiple projects in different stages of development/execution simultaneously.
• Strong experience of managing multiple stakeholders, both internal and external, and the ability to address/combine competing opinions or visions.
• Analytical approach to planning and project management, understanding the requirements for each project and how to schedule, prep and execute to deliver.
• Experience of managing multi-stakeholder complex projects with several variables and significant administrative requirements (Events administration/management preferred, but not essential).
• Ability to build strong relationships with key stakeholders, vendors and colleagues.
• Excellent attention to detail even when working to tight deadlines.
• Excellent, relevant IT skills including significant experience of MS Office (particularly Excel), Mailchimp and CRM systems.
• Ability to remain calm under pressure but also energised and proactive.
The person will need to be calm under pressure but also energised with a sense of proactivity in delivering events at a global standard for a commercial or cultural organisation. They will have a flexible attitude, able to manage updates in real time with a sense of urgency. This person will be a positive team player who can cater to different departmental needs but always have an eye on the events aims and company priorities.
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