Senior Gallery Executive, Gallery and Events Space, Temporary, London, £18-£20 per hour plus holiday pay

Fascinating Gallery, Creative hub and Events Space needs proactive Administrator to support the Gallery Manager. This is a temporary role to start asap and which could potentially be a long term role. Working closely with the Gallery Manager you will act as a second point of responsibility and support the Manager. This role is working mainly Monday to Friday with some flexibility needed.

This is a varied and hands-on role covering operations, events, marketing execution, social media, facilities, visitor experience, supplier coordination, health and safety, compliance, invoicing and financial administration.

Key Responsibilities:

• Supporting the Gallery Manager with the planning and delivery of all Gallery activities, and deputising in their absence
• Preparing spaces for events, coordinating suppliers and contractors, moving and arranging furniture and supporting installations
• Ensuring the space is maintained to a high professional, visual and operational standard
• Opening and closing the Gallery when required
• Conducting regular walkthroughs and operational checks
• Identifying operational issues and resolve or escalate them
• Ensuring meeting rooms, event spaces, public areas and back-of-house areas remain organised and presentable
• Maintaining operational schedules, checklists, trackers and documentation
• Supporting the Manager with staff schedules, event coverage and operational planning
• Supporting the preparation of monthly reports, visitor statistics and event results
• Assisting with invoices, purchase orders, supplier records and financial administration
• Using SAP and internal systems to support procurement, invoicing, purchase-order and supplier processes
• Supporting the planning and delivery of events
• Supporting cultural, architectural, design, commercial, internal and private-hire events
• Assist with post-event follow-up
• Coordinate room layouts and event set-ups including physically moving furniture and setting out chairs
• Support exhibition and temporary event installations liaising with contractors
• Carry out pre-event operational and safety checks
• Support basic AV requirements including screens, presentations, microphones and video content
• Coordinate catering and hospitality requirements
• Provide operational support throughout events
• Work flexible evening shifts as part of the regular event schedule
• Support occasional weekend events where required
• Coordinate post-event breakdown and Gallery reset
• Ensure the Gallery is returned to its normal layout following events
• Ensure suppliers understand Gallery procedures and operational requirements
• Support execution of the Gallery marketing and communications calendar
• Support promotion of events, coordinating event marketing materials
• Create, schedule and publish social media content.
• Support platforms including Instagram and LinkedIn
• Ensuring speakers, organisations and partners are correctly tagged and credited
• Maintaining relevant health and safety documentation
• Acting as a designated Fire Warden when required
• Acting as a designated First Aider when required
• Supporting the Gallery Manager with day-to-day Gallery facilities management
• Maintaining relevant maintenance and service records
• Providing a professional and welcoming experience for Gallery visitors
• Providing information about the Gallery, exhibitions and events
• Assisting with prospective client site visits
• Supporting invoicing and financial administration related to private-hire events
• Providing flexible operational coverage for evening private-hire and commercial events where required
• Processing and tracking supplier invoices
• Using SAP or relevant internal finance systems for invoicing, procurement and supplier administration
• Supporting budget monitoring and reconciliation
• Maintaining accurate cost trackers and event spend records
• Using Microsoft 365 applications effectively for day-to-day Gallery operations, reporting, communication and collaboration.

You will have:

• A proactive, and practical approach with confident IT skills and the ability to take ownership of tasks
• Microsoft Outlook, Excel, PowerPoint, Word and Teams
• Microsoft SharePoint
• Microsoft OneDrive
• Microsoft Forms where required
• Ability to learn additional internal systems and digital platforms quickly
• Previous experience in galleries, cultural venues, events, hospitality, visitor attractions, premium retail, showrooms or similar environments
• Experience supporting or delivering events
• Experience coordinating suppliers and external partners
• Experience with invoicing, purchase orders and general financial administration.
• Working knowledge of SAP or a similar ERP / finance system
• Confidence communicating with senior stakeholders, suppliers, clients and external partners
• Experience with social media management or digital content
• Good knowledge of Instagram and LinkedIn
• Basic understanding of marketing and communications.
• Confidence using or learning AV and presentation equipment
• Excellent customer-service standard
• Flexibility to work evening shifts as required by the Gallery's event programme
• Availability to support occasional weekend events
• Comfortable working variable hours when events require earlier starts, later finishes or extended operational coverage
• An interest in architecture, design, culture and events

Val Wade Recruitment actively welcomes applications from underrepresented communities and is proud to be an equal opportunities employer and agency.