Event Coordinator

Legacy London Recruitment; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading prestigious gallery in London seeks an Events Coordinator to plan and execute a dynamic events programme. This role involves coordinating events, managing logistics, and developing relationships across the art and luxury sectors. The ideal candidate thrives in fast-paced environments, demonstrating strong organisational and communication skills while fostering impactful collaborations.

Qualifications

• Experience in a museum, gallery, or cultural events setting is highly desirable.
• Strong organisational and time-management abilities.
• Proficient in managing multiple high-priority tasks.

Responsibilities

• Assist in curating and delivering the gallery’s annual events programme.
• Manage logistics for events including invitations and guest lists.
• Develop relationships with external organisations in the art and luxury sectors.

Skills

Organisational skills

Relationship-building

Attention to detail

Problem-solving

Communication

Education

Degree in PR, Marketing, Hospitality Management, or Events

Tools

Google Docs

Office software

Job description

About the Role

We are seeking a dynamic and highly organised Events Coordinator to support the planning, coordination, and execution of a year-round gallery events programme. This is an exciting opportunity to work in a fast-paced and prestigious gallery/museum environment, supporting a variety of events from exclusive dinners and private tours to high-profile openings and industry galas.

(Monday- Friday on-site)

Key Responsibilities

Gallery & Museum Events Programme

• Assist the Global Head of Events in curating and delivering the gallery’s annual events programme.
• Coordinate all aspects of event logistics including drinks receptions, post-opening dinners, parties, and young collector initiatives.
• Manage guest lists, invitations, RSVP tracking, and post-event follow-ups.
• Liaise with graphic designers for creation of digital/printed invitations.
• Maintain detailed and well-organised event documentation including past guest lists, seating charts, menus, costs, and invoices.
• Coordinate with external vendors (e.g. caterers, venues, restaurants) to ensure seamless event execution.
• Track and analyse event-related data and expenditure.

Relationship & Stakeholder Management

• Develop and maintain relationships with clubs, restaurants, venues, and key external organisations across the art, museum, fashion, and luxury sectors.
• Represent the gallery in external meetings to foster collaborations and elevate the events programme.
• Support wider client engagement and business development goals through strategic event planning.
• Organise bespoke experiences including private visits, collector group tours, and gallery/museum viewings.
• Collaborate with internal teams (Sales, Artist Liaison) to ensure cohesive and impactful event execution.

Gala & Budget Oversight

• Manage logistics and communications for major galas and art-related events.
• Monitor contribution levels, attendance, and ensure accurate event reporting.

About You

• Experience in a museum, gallery, or cultural events setting is highly desirable.
• Excellent interpersonal and relationship-building skills.
• Strong organisational and time-management abilities with exceptional attention to detail.
• Demonstrates initiative, independence, and sound judgment in fast-paced environments.
• Adept at managing multiple high-priority tasks simultaneously.
• Comfortable handling confidential information with discretion.
• Confident communicator with both internal teams and external stakeholders.
• Creative problem-solver with a customer-service mindset.
• Strong written and verbal communication skills in English.
• Team-oriented, adaptable, and proactive.
• Proficiency with Google Docs and general office software.
• A degree in PR, Marketing, Hospitality Management, Events, or a related field is a plus but not essential.