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Events Executive - the Design Museum

The Design Museum is the world’s leading museum devoted to contemporary design. The museum reopened in a fantastic new building in Kensington in 2016 and is used for a range of unique events, including drinks receptions, dinners, awards ceremonies, product launches and conferences.

Reporting to the Head of Events and the Events Managers, the Events Executive will be responsible for the successful delivery of small scale commercial events and internal museum events. They will also support the Event Managers with larger scale projects.

The Events Executive will ensure events are run as successfully and efficiently as possible, in line with current health and safety legislation, to enhance the reputation of the museum as an events venue and maximise opportunities for repeat business.

The Events Executive will work closely with colleagues in other teams including Visitor Experience, Facilities, IT, Development and Learning, as well as the museum’s on site catering partner, to maximise the opportunity to generate income for the museum from all sources.

Interviews: 25 & 26 May 2021 (am), via Microsoft Teams

Job description

Sales and marketing (external venue hire)

Proactively contribute to delivering the annual events income and profit targets

Keep the commercial hire pages on the Design Museum website and external promoter websites updated as directed

Maintain the event client database within the CRM system

Manage selected site visits for clients, show casing the museum spaces and services to maximise conversion to sale

Ensure upselling and cross marketing is undertaken to promote other museum products and services to clients

Use knowledge of the Design Museum’s programme, vision and values to project a positive representation of the museum whenever engaged in dialogue with external contacts

Event management

Efficiently plan and deliver a selection of small scale commercial and internal events on behalf of the museum.

Support the Events Managers and Head of Events in planning and delivering large scale projects and events

Ensure the museum’s standards of service and safety are maintained at all times by monitoring all supplier activity

Keep colleagues informed of forthcoming events and their potential impact on the museum’s operation

Ensure all contractual, technical and logistical requirements for events are met, and the highest production and presentation standards are achieved for each client

Ensure the museum’s equipment and facilities are well looked after and not removed from site during events

Service, client and guest care

Effectively manage relationships with clients and potential clients to provide a first class service and professional experience for the customer encouraging repeat business

Develop and maintain excellent, positive and progressive relationships and open communications with colleagues at all times

Ensure high-quality detailed pre-shift briefings are carried out before every event to improve product knowledge and service quality

Ensure the quality and service delivery for internal events is on par with external events, and supports the museum’s funding commitments

Efficiently manage customer feedback, promptly addressing and resolving any issues

Act as an ambassador for the museum at private views, cultivation events and other events

Administration

Contribute to overseeing and reviewing the internal administrative processes for events including risk assessments; booking procedures; contracts and terms and conditions; invoices and post-event evaluation to streamline procedures and improve effectiveness of service

Ensure all events information including event bookings, prospect information and financial records are updated on the CRM system

Manage the venue hire inbox effectively to ensure prompt responses to enquiries

Assist the Head of Events with other administrative tasks

Assist the Events Administrator with the guest list and invitation process for internal events

Work with and support volunteers to ensure their full integration into the museum

Management of internal and external resources

Play an active role in managing the museum events diary, ensuring the use of venue spaces is maximised to successfully deliver both external hire and internal events, in accordance with the relevant departmental plans and targets.

Plan the use of resources including furniture, audio visual and IT, cleaning, catering and other supplies to ensure all events can be delivered to the agreed standard and budget

Ensure external suppliers are effectively managed at each event to deliver their SLAs

Reporting, legal and financial management

Prepare weekly event sheets for team meetings and for circulation Assist with recording of financial information on the events budget sheet.

Contribute to regular reporting on the number of new external enquiries, show rounds, provisional bookings and confirmed bookings

Compliance

Ensure all events are planned within the scope of the Design Museum lease provisions.

Ensure standards of safety, hygiene and tidiness are maintained throughout the event spaces

Person specification

Knowledge, skills and experience

Significant experience of event management and/or experience of the hospitality sector

Proven experience in a similar role including demonstrable event sales and operations experience

Highly motivated target driven individual with a demonstrable record of achieving financial targets

Ability to work comfortably with a wide range of clients and contractors

Excellent customer care with the drive to exceed expectations

Excellent verbal and written skills with attention detail

Excellent interpersonal skills

Ability to think creatively and anticipate, negotiate and solve problems to ensure the successful running of all events

Excellent organisational and time management skills with the ability to work at pace and to tight deadlines

Excellent IT skills, including Outlook, Word and Excel, Databases

Enthusiasm for design

Commitment to the museum’s values

Terms + conditions

Salary:£24,000 per annum

Holidays: 25 days per annum + christmas eve (museum closed)

Hours: Full-time, 37.5 hours per week, Monday to Friday.

Occasional evening and weekend work will be required.

Closing date: 13 May 2021, midnight

Interviews: 25 & 26 May 2021 (am)

Contact: 

Application process

For all the latest job vacancies at the Design Museum, please visit our Careers page to apply via our online portal.

During the application process you will be asked to download an application form.

The completed application form must be reuploaded onto your application.

Please note we are not able to accept other forms of application for our job roles.

Design Museum Staff Benefits

Employees are entitled to 25 days holiday, rising to 26 days after two years’ service and 27 days after five years’ service, plus 8 days Bank Holiday and Christmas Eve (museum closed), pro-rata for part-time employees.

Other benefits include access to a defined contribution pension scheme, an employee assistance programme, season ticket loan, cycle to work scheme, free entry for friends and family to the museum, a variety of staff discounts including the museum shop and free entry to a wide number of galleries and museums in London.

Hours of Work

Full-time employees are required to work no less than 37.5 hours per week and the standard working day is 9.30am - 6.00pm which includes a daily 1 hour break (30 minutes paid and 30 minutes unpaid). Hours for part-time employees are pro-rated accordingly.

Diversity and Inclusion

The museum pro-actively seeks to collaborate with institutional partners, individuals and networks to realise its commitment to build a culturally diverse workforce. We positively encourage applications from underrepresented groups and consider candidates who are suitably qualified and eligible regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

About the Design Museum

The Design Museum is located in London and is the world’s leading design museum. It makes the impact of design visible and is the only place in the UK where the design industry, education and the public can come together to change the way people think about themselves and the future. Since it opened its doors in 1989 the museum has displayed everything from an AK-47 to high heels designed by Christian Louboutin. It is a registered charity that has staged over 100 exhibitions, welcomed over six million visitors and showcased the work of some of the world’s most celebrated designers and architects including Paul Smith, Zaha Hadid, Jonathan Ive, Miuccia Prada, Frank Gehry, Eileen Gray and Dieter Rams. On 24 November 2016, The Design Museum relocated to Kensington, west London. Leading architectural designer John Pawson converted the interior of a 1960s modernist building to create a new home for the Design Museum giving it three times more space in which to show a wider range of exhibitions and significantly extend its learning programme. In July 2020, the Design Museum was awarded nearly £1 million National Lottery funding through the Arts Council’s Emergency Response Fund.

Our vision, purpose, mission and values

Our vision

Our vision is a world where everyone values design

Our purpose

The purpose of the Design Museum is to make the impact of design visible

Our mission

  • To build public awareness of design by connecting design with people’s lives and passions
  • To reflect the designer’s role at the forefront of social, technological and environmental change
  • To serve the design community. Design is a practice, a diverse discipline, infinitely rich in approaches and characters. It is a young discipline, whose role in the world is evolving. Our unique approach to working with designers is to invite them to ‘think in public’

Our values

The museum’s core values are collaborative, welcoming, enterprising and forward looking.

www.designmuseum.org

Deadline: 
Thursday, May 13, 2021 - 00:00
Groups audience: