• Francesca Ratcliffe-Boize
  • e-mail
  • 020 7499 5955

Event Coordinator (Sales and Planning)West End, England

Reference: ECCH/FRB Type: Permanent Start: 01/06/2014 Industry: Hospitality and Catering

Salary: £24000 per annum

A unique part of the London cultural scene, this venue is a vital element of the nation's
heritage, where surprising and original events bring the historic buildings to life. From its
origins, it has been a centre for debate and discussion - an intellectual powerhouse for the nation.
The Events Department was established in 2001 with the responsibility for sourcing and
managing corporate and private events.
The Department arranges over 200 events a year, including revenue‐generating
events, launch, promotional, sponsorship and development events, with a target of £1.5
million gross revenue for the 2013‐14 financial year, rising to £2 million in 2014‐15.

Main activities and responsibilities
Sales (as allocated by Senior Events Manager:)
* To support the daytime and live event sales for both internal tenant activity and external
sales, working towards a departmental sales target of £1.5 million
* Handle enquiries on a daily basis from both external and internal clients and suppliers
* To lead specified events from enquiry through to follow up, whether handed over to a
freelance Events Operations Manager or self‐managed
* Full P&L responsibility for relevant events
* Alongside the Senior Sales Manager, to cultivate repeat clients & to proactively explore
and implement ways of promoting the services of the business
* Provide follow up calls / information to new clients on a regular basis
Planning (as allocated by the Deputy Head of Events:)
* To deliver the highest level of customer service, leading on client and supplier relationship
from hand over to event
* To lead on all administrative areas of an Event, including communication both internally
and externally, such as Operations Orders & staff booking for example
* To work cohesively with all Events team members to ensure smooth handover from Events
Executives to Event Planner
* To hand over events comprehensively to a freelance Events Operations Manager or to
event manage own events
* Liaise with, prior to, and monitor on the event day, accredited suppliers, including on site
* To ensure post‐event follow‐up with all relevant parties to maximise future opportunities
& to encourage repeat business to grow
* Ensure that events are managed with minimum impact on the operation
* Ensure that the standards and operational procedures for all events are consistently
maintained and enhanced including all relevant Health & Safety legislation
* To liaise with all departments to ensure events run smoothly
* Create a professional environment for the business to grow
* Work closely and creatively within the Events Team and other departments within
Somerset House Trust, Tenants and the Courtauld Gallery
* To carry out any other reasonable duties in line with the post as may be required from
time to time
Person specification
* Essential: Graduate or graduate calibre - preferably in Events Management / Leisure /
Business or Sales fields
* Personal Licence holder preferred
* 3 years or more previous experience in a similar role is essential, preferably within a
unique venue with public spaces
* Large scale and marquee event experience
* Ability to use all MS packages and a CRM and diary package such as 'Events Perfect' at an
intermediate level
* Experience of managing and working with a wide range of event suppliers with the ability
to oversee, devise and manage operational procedures to the highest standards.
Skills / Abilities
* IT literacy with demonstrable proficiency in MS Word, Excel and PowerPoint
* Highly organised and highly motivated with an ability to work both on own initiative and as
a team player, contributing expertise and leadership in a diplomatic fashion
* Able to promote initiatives to expand the business
* Flexible in approach to hours, input and adapting to change
* Excellent communication skills both verbal, written and numerate
* Experienced in liaising with clients across a variety of backgrounds, managing their
expectations to the highest level with a strong customer focus and excellent attention to
detail, whilst respecting and adhering to the limitations of an historic venue.
* Excellent interpersonal skills at all levels and evidence of ability to influence decisionmaking
and builds excellent rapport with clients and colleagues
* Excellent prioritisation and time management skills, coupled with ability to work under
pressure and to tight deadlines.
* Excellent interpersonal skills with the ability to communicate successfully across teams
and hierarchies and with a number of different stakeholders.
Contract hours
Hours of work are an average of 37.5 hours per week.

go back


52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London