Events Administrator

THE WALLACE COLLECTION

The Wallace Collection is an internationally outstanding collection which contains unsurpassed masterpieces of paintings, sculpture, furniture, arms and armour and porcelain. Built over the eighteenth and nineteenth centuries by the Marquesses of Hertford and Sir Richard Wallace, it is one of the finest and most celebrated collections in the world. So that it could be kept together and enjoyed by generations of visitors, the collection was given to the British Nation in 1897 and opened to the public in June 1900. It was an astonishing bequest and one of the greatest gifts of art works ever to be transferred into public ownership. The museum is internationally famous for its collection of French eighteenth-century art, Arms and Armour and for its Old Master paintings.

The museum is managed by the Director Dr Xavier Bray, who reports to a board of Trustees appointed by the Prime Minister, and is financed by a combination of grant-in-aid from central government and self-generated income.

We aim to engage with and diversify our audience and, before the pandemic, we attracted over 450,000 visitors a year to the museum.

SALARY

The salary for this role is £27,500 per annum.

OUR PRIORITIES

The Collection is committed to providing access to as wide a public as possible and to helping visitors engage with this diversity. Our goal is to create a place of understanding, cultural pluralism, curiosity and learning. To do this, we plan to create a world-class visitor experience for all ages which stimulates engagement with our collection through a new programme of exhibitions, major gallery refurbishments and an enhanced and expanded digital presence.

Our strategic priorities are to:

• To maintain, research and preserve the Collection for future generations;
• To broaden and deepen visitor engagement, connecting with audiences onsite and digitally;
• To build and support a strong exhibition programme;
• To lay a strong financial foundation for the future; and
• To embark upon a Masterplan programme to transform the museum.

ROLE SUMMARY

The Venue Hire Department is part of the wider commercial team with a department responsibility of generating income and increasing profitability. Reporting to the Head of Events, the Events Administrator will support and facilitate the administrative needs of the department and facilitate the clear communication of information to the wider museum.

The key responsibilities include ensuring all administrative and financial procedures and documentation are maintained at all times and clients receive a polite and professional service. The role also includes assisting the Venue Hire team with event operations on both commercial and internal events and location hire shoots.

ROLE DESCRIPTION

Venue & Location Hire

• Respond to initial client enquiries in a polite and professional manner by telephone and e-mail.
• Maintain and update all internal administration systems including the events diary, CRM system and Outlook, as well as maintaining all related paper and electronic filing systems.
• Collate relevant event details in a timely manner and communicate this information internally to other departments including: creation and distribution of event schedules, crew and guest lists and weekly updated confirmed event data.
• Collate supplier commission income with all invoices requested, logged and issued in a timely manner in order to achieve accurate finance reporting.
• Manage the booking of Guide Lecturers and Curators for events and early morning tours.
• Manage monthly and occasional booking of contractors, such as porters and cleaners, for events and all other departments when required.
• Administer all transport information for events such as raising and logging all taxi invoices in relevant databases and be prepared to perform routine transportation reviews and self-audits as required.
• Collate all staff overtime for the department.
• Proactively manage the administration of the accredited supplier tender process and review supplier applications alongside the full Venue Hire team.
• Proactively manage all venue hire internal cultivation events to an exceptionally high standard with minimum impact to the building.
• Assist the Venue Hire Team, on occasion, with the operational support and management of client events and commercial filming and photography bookings.

Marketing

• Maintain events promotional and marketing material, including routinely updating website listings and filing images.
• Proactively create, plan and programme digital content for the department's social media account, such as Instagram.

Other

• Establish excellent working relations with clients and their suppliers (e.g. caterers, florists, production specialists).
• Attend regular networking events, both on and offsite, with suppliers, venues and industry professionals.

PERSON SPECIFICATION

Essential

• Exceptional organisational and time management skills, with flawless attention to detail and the ability to work to tight deadlines.
• Excellent written and verbal communication skills, including the ability to communicate articulately and confidently with a wide range of clients and suppliers.
• Self-motivated, with an ability to work on own initiative, both independently and within a team.
• Proactive approach to sales and administrative duties.
• Strong computer literacy with experience using Office 365, particularly excel spreadsheets.
• Ability to write creatively for website listings, newsletters and social media, or similar.
• Willingness and ability to work evenings, early mornings and occasional weekends.
• An interest and commitment to the aims and objectives of the Wallace Collection.

Desirable

• Experience and knowledge of InDesign and Photoshop software.
• Experience and understanding of the museum sector.

HOW TO APPLY

Please complete the Application Form, and the Equal Opportunities Monitoring Form, following the links provided on our website. Please note the equal opportunities form is used for monitoring purposes only and does not form part of the selection process. Both forms should be emailed to by midnight 09/02/2025. Please note late applications or applications via a CV will not be considered.

Interviews for the role will take place on week commencing, 10/02/2025. Candidates who have been shortlisted for interview will be contacted after the closing date. Due to the large number of applications we receive, it will not be possible to contact or give feedback to candidates who have not been shortlisted for interview.

Start date: As soon as possible

Appointment to the role is subject to a satisfactory Basic Disclosure check. The Wallace Collection is an equal opportunities employer and welcomes applications from all sections of the community.