Engagement and Events Administrator

National Museums; Greater London; Hybrid; GBP 26,000 - 36,000; Full time

Job summary

Tate is seeking an organised Engagement & Events Administrator to support the programme across events, engagement and fundraising. You will handle calendars, guestlists, queries and data, contributing to a dynamic team in a fast-paced arts environment.

The role covers out-of-hours private visits, nominations administration, GDPR compliant records, and financial administration of events, including invoices and expenditure planning, with opportunities to learn and contribute across exciting

Qualifications

• Proven administrative experience supporting a team.
• Strong organisational and planning abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Provide comprehensive administrative support across the Engagement & Events Team’s programme to ensure events are well coordinated and delivered efficiently.
• Coordinate out-of-hours private visits and tours for individuals and small groups, liaising with multiple teams.
• Lead on the administration of the gallery-wide events nominations process, including training for other teams, and creating accurate guestlists.
• Update Tate’s databases and ensure GDPR compliant record-keeping and reporting.
• Oversee the financial administration of events, including raising and tracking invoices and payments, and monitoring expenditure.
• Plan and deliver breakfasts and other small-scale events, coordinating with the Senior Engagement & Events Manager.
• Support at events by checking-in guests and directing them, ensuring a warm welcome.
• Assist with research for events and international trips to support future planning.
• Prepare agendas, take minutes, and organise meetings; distribute internal communications.

Skills

Administration

Project coordination

Attention to detail

Communication skills

Teamwork

Flexibility

Tools

MS Office

CRM databases

Job description

About your team

The Engagement & Events Team works collaboratively across Tate to create and deliver an inspiring programme of events that supports our fundraising and advocacy goals. From opening receptions for Tate’s major exhibitions and patrons’ tours and trips, to intimate private views for supporters and artists, every event is an opportunity to build new relationships and strengthen existing ones. We are a passionate, supportive and creative team who thrive in a fast-paced environment. We are great at multitasking, work closely together and support each other to succeed. You will be part of a welcoming team where there are plenty of opportunities to learn, develop and contribute your ideas. The team sits within the Development Division, one of the most successful arts fundraising teams in the UK. We bring together supporters from across the globe – including individuals, corporates, trusts, foundations and the public sector – to help make Tate’s ambitious projects and activities possible. As relationship managers and storytellers, we build meaningful connections between people and Tate. Our events programme is a vital part of this work, helping us to engage and steward supporters while raising funds for Tate’s mission to make art accessible to all.

What you will gain

Motivated, collaborative and skilled people are key to our continued success. You will join an ambitious team, gaining valuable experience across events, engagement and fundraising. You will develop your skills in administration, guest management, data, finance and planning, while working with inspiring content and projects in amazing spaces. You will be encouraged to contribute your ideas and realise your potential in a supportive environment.

What you will do (Main Duties and Responsibilities)

Provide comprehensive administrative support across the Engagement & Events Team’s programme to ensure events are well coordinated and delivered efficiently. This includes updating events calendars, managing guestlists and RSVPs, logging art fair passes, responding to guest queries and updating databases, booking team travel and accommodation and ordering gifts,

Coordinate out-of-hours private visits and tours for individuals and small groups, working closely with the other Engagement & Events Administrator and Senior Engagement & Events Manager, as well as teams across the organisation such as Security, Visitor Experience and Tate Guides, to ensure visits are well planned and delivered to a high standard.

Lead on the administration of the gallery-wide events nominations process, including training for other teams, creating accurate guestlists that reflect event objectives.

Responsible for updating Tate’s databases and ensuring events data is logged correctly and GDPR compliant, to ensure records are maintained and to support effective event management and reporting.

Responsible for the financial administration of events, including raising and tracking invoices and payments, inputting anticipated expenditure and working closely with the Operations and Accounts Teams to ensure all expenditure and events income is monitored and accounted for in a timely manner.

Plan and deliver breakfasts and other small-scale events, providing well-organised and engaging experiences that meet the objectives of each event, working closely with the Senior Engagement & Events Manager.

Support regularly at events, checking-in and directing guests, to ensure events run smoothly and guests receive a warm welcome.

Support on research for events and international trips when required, to support future event planning.

Prepare agendas, take minutes and organise meetings and send regular internal communications to effectively coordinate the team’s activity.

Manage the team’s electronic and paper filing, stationery and stock and manage large scale mailings of invitations and pass cards when required.

Carry out any other reasonable duties in line with the post which may be required from time to time.

What you will bring to the team

Experience of maintaining accurate records and managing information using databases, with an understanding of how to use systems effectively to support your team.

High level of accuracy and attention to detail, with a commitment to producing thorough and reliable work.

Strong administration, project coordination and problem-solving skills, with the ability to keep track of multiple tasks and support projects through to completion.

Ability to coordinate financial data and exceptional accuracy in recording and processing payments and expenses.

Strong time management skills, with the ability to manage competing priorities, meet deadlines and adapt to changing needs.

Excellent written and verbal communication skills, with the ability to communicate diplomatically and effectively.

A collaborative and positive approach to teamwork, with the ability to work creatively and constructively with colleagues across different teams and levels of the organisation.

Willingness to work flexibly, including hours outside of normal office hours attending events.

Computer literate, with fast and accurate word-processing skills and the ability to use Microsoft packages (Word, Excel, Outlook, PowerPoint, MS Teams), Zoom and customer relationship management (CRM) databases.

Champion principles of diversity and inclusion, and the ability to apply and promote these in everything you do at work.

An interest in and commitment to the work of Tate.

National Museum Directors' Council, National Museums Liverpool, World Museum, WilliamBrown Street, Liverpool, L3 8EN