Archived: Events Manager

The Postal Museum is one of the newest and most exciting museums in London. We opened in 2017 and have already established the museum as a must-visit destination with award-winning experiences. Alongside hands-on exhibitions exploring over 500 years of British social and communications history, visitors can experience a subterranean ride through the tunnels of the old Post Office Underground Railway – Mail Rail. The museum welcomes over 160,000 visitors and our online content reaches almost a million users a year. We deliver award-winning learning, access and outreach programmes and provide unique experiences including popular Tunnel Walks under the streets of London. The museum also operates a children’s play space – Sorted! – popular with young families and schools. Alongside all this we offer one of the most unique venues in London for corporate hire and filming.

Based: Central London – hybrid working and flexible hours.

Salary: £33,000 (rising to £34k on successful completion of probation)

Hours: 35 Hours per week

Contract: Full-time, permanent

Probation Period: 6-months

Reports to: Head of Operations & Commercial

Responsible for:  Events Officer and indirectly, Events Assistant

PURPOSE OF THE JOB

• Responsible for the planning and delivery of first-class internal and external events across the museum’s unique event spaces.
• Increase revenue across the museum’s event spaces through pro-active and reactive venue sales, upselling and supplier commission.
• Responsible for external marketing and venue supplier contracts.

PERSON SPECIFICATION

QUALIFICATIONS

(Desirable criteria)

• Membership to an events management association or similar.

EXPERIENCE

(Essential criteria)

• At least three years venue sales and event management experience, preferably within a heritage or unique venue environment.
• Experience of financial planning and setting realistic and ambitious targets.
• Experience of venue sales, negotiation and identification of upselling opportunities
• Experience of planning and delivering a variety of events including receptions, dinners, product launches for corporate or private clients.
• Experience of managing venue bookings diary and client database
• Ability to simultaneously manage multiple events and work well under pressure and to tight deadlines.
• Ability to think creatively, anticipate and problem solve.
• Ability to work with a wide range of clients, suppliers and contractors at all levels.
• Experience in developing event specific processes and procedures.
• Experience of leadership and line-management. 

(Desirable criteria)

• Experience of managing a venue.
• Working in a heritage site or in a unique venue.
• A commercial approach to work.
• Good network of industry professionals. 

SKILLS/KNOWLEDGE

(Essential criteria)

• Excellent written and verbal communication skills.

• Ability to analyse data and produce reports.
• Highly motivated with an ability to prioritise a varied workload.

• Excellent understanding of the market for corporate and private events in London
• Excellent customer care skills.
• Strong understanding of statutory policies including risk assessments, H&S, fire safety
• Strong negotiation, networking and presentation skills.
• Strong IT skills including Outlook, Word and Excel
• Good knowledge of client and supplier contacts within the industry.

(Desirable criteria)

• Experienced in the use of A/V equipment
• Experience of events booking systems.
• Knowledge of CRM systems.

PERSON

• Confident and diplomatic communicator at all levels; able to negotiate and compromise to work across the organisation for the best possible outcomes.
• Commitment to delivering outstanding customer service to clients.
• Well organised and calm under pressure.
• Excellent interpersonal skills.
• Flexible, positive attitude and ability to work on own initiative.
• Passion for and desire to work in the events industry.
• Professionally presentable at all times, acting as an ambassador for The Postal Museum

Job Role Responsibilities

Venue Sales

• Drive the Events Team to proactively (and reactively) sell the venue spaces for corporate and private events, filming, and photography to achieve and/or exceed annual sales targets.
• Working with Events Team to plan and deliver client venue site visits.
• Benchmark the venue on sales, service and product on a regular basis and review in conjunction with post event client feedback.
• To attend networking events and trade shows building and developing partnerships.
• Manage the co-ordination of familiarisation trips and cultivation / showcase events
• Develop portfolio of event services and upsell to clients.
• Manage internal event database; inputting and updating enquiries to ensure accurate and GDPR compliant information is always available.
• Work with Events Officer to develop and deliver an events marketing plan; includes collaborating with Marketing & Communications Department and external agencies.

Event Management

• Event planning and on-site delivery of all private and museum events, including pre/post event requirements.
• Ensure in-house AV provision is managed in conjunction with the IT Manager.

• Ensure all suppliers and clients adhere to the venue’s restrictions, licensing and Health & Safety procedures for the duration of the event.
• Ensure event contractual, technical, and logistical requirements are met in order to deliver the highest possible production and presentation standards for each event.
• Create and communicate comprehensive client function sheets for on-site staff and suppliers and co-ordinate services provided by all external suppliers in planning and delivery stages.
• Provide excellent customer service to clients, suppliers and internal staff at all stages of the event lifecycle
• Share attendance of weekly event planning meetings with Event Officer/Coordinator.
• Advise clients on the venue’s operational and logistical policies to ensure the successful safe running of their event
• Ensure clients and suppliers comply with venue policies, health & safety rules and adhere to the premises license conditions

Relationships

• Lead the Events Team and directly line-manage the Events Officer/Coordinator.
• Build strong relationships with Visitor Experience Team to coordinate and allocate staffing for events.
• Foster strong relationships with external stakeholders including exclusive caterer to maximise business development and sales opportunities.
• Work in partnership with Development and Education, Access & Learning Departments, to support with the planning and delivery of museum events.

Other

• Evening, weekend, or early morning work required to support event management.
• The postholder will be expected to monitor and report on their work as directed by their line manager. The postholder will be expected to work to office guidelines on handling, health and safety, lone working, etc., as advised, taking responsibility as appropriate.

WORKING CONDITIONS

Events Manager will be expected to work flexibly and from the museum or remotely for 35 hours per week across weekdays and weekends. Post holders will be expected to be flexible to the reactive needs of The Postal Museum and expect their shift allocations to vary. Working hours and days will be agreed in advance with the line manager and are subject to change as required.

This position may require an enhanced DBS check which will reveal any unspent convictions. A criminal record may not necessarily be a bar to placement, as any decision will be treated on its merits and individual circumstances subject to the museum’s overriding obligations to protect the children and vulnerable adults in its charge, members of the public, the safety of the museum’s staff and the Collection.

The Museum is a 6-days a week operation and regularly holds events outside its core hours; flexibility to work across sites, weekends, during holiday periods and before/after public opening hours is therefore an essential requirement of this role.

Closing date: 16^th April

To apply please can you click on the link below or paste the link into your browser.

hr.breathehr.com/v/events-manager-29088

If we receive sufficient applications, we reserve the right to close the advert early.