The National Gallery

Diary and Events Coordinator


The Development department’s key aim is to generate income in support of the strategic aims of the Gallery; to preserve, enhance and develop the potential of our collections for the public, to broaden our appeal and provide an exceptional visitor experience, to inspire learning and engagement, to invest in our staff and to increase income and care for our physical facilities.

We raise funds from individuals and grant-making trusts, and generate sponsorship income from companies.

The Development department is made up of twenty-two staff with responsibility for maximising the Gallery’s income from the private sector and running its events programme. Each year the Department raises between £5 million and £8 million from the private sector from a combination of individuals, grant-making trusts and companies with ad hoc campaigns for new acquisitions running alongside this revenue income (which may be as much as £100m). This activity includes seeking sponsorship for the Gallery’s major Sainsbury Wing exhibitions, managing the Gallery’s relationship with its major sponsors and other funders and running a corporate membership and an individual patrons’ programme.

The Department also organises and manages all receptions held at the Gallery out of public visiting hours, both Gallery hosted and those held by corporate or individual supporters.


Job Context

The Diary and Events Coordinator manages internal and external room booking requests and provides high-quality administrative support for users of the National Gallery’s diary and event management database, Artifax. The role is responsible for coordinating the Gallery’s room booking arrangements, using Artifax to ensure the varied requirements of internal and external customers are met, and ensuring that peak commercial venue hire seasons are protected as much as practicably possible. This role also provides crucial administrative support to the Events Team.

Job Purpose

The role provides crucial administrative support to the Development department, and the Gallery as a whole, by coordinating the diary to ensure that events are accurately booked. These events help the Gallery meet its objective of raising income through fundraising and venue hire to support its activities and ambitions. In addition, the role also supports room booking across the wider organisation enabling the Gallery to successfully deliver a broad range of public events and activities.

In advance of the National Gallery’s Bicentenary ‘NG200’ in 2024, demands on the diary are at an all-time high, with regularly used spaces out of action due to building work. This is a key time for the Gallery, and the role of the Diary and Events Assistant will be key to the smooth running and success of the NG200 campaign.

This role will also provide administrative support to the Events Team. This will encompass finance admin, invitation mailing, RSVP processing and compiling security lists.

Click here for more information and to apply.

Closing date: 04/10/2022