Hospitality and Events Assistant

Organisation: National Galleries of Scotland

Salary: £27,363 - £28,491 per annum

Location: Edinburgh

Full-time, Permanent
Salary £27,363 – £28,491 per annum
Plus generous benefits package
Hybrid / flexible working

About the role

We have a rare opportunity to join our dedicated team of Events professionals. You will support in the delivery of event experiences across all our amazing Galleries based in the heart of Edinburgh.

If you have experience working in a public facing role within events, sales, admin, or hospitality providing exceptional customer service we want to hear from you. You will have a confident, outgoing personality and enjoy connecting with people.

You will thrive working in a team and either be looking for your first step into Events or to progress your Events career. A positive attitude, self-motivation, and a willingness to learn new skills are more important than experience. However, you must have excellent administrative and organisational skills with a keen eye for detail.

In Events we have a strong team culture where you would be welcomed and supported. We have a friendly and professional working environment where continuous improvement is encouraged.

The difference you’ll make

Reporting to the Hospitality and Events Manager your responsibilities will include:

– Assisting with administrative tasks associated with event planning and running of events.
– Monitoring the Events inbox, directing enquiries where required.
– Updating the events calendar and lists to ensure they are accurate.
– Assisting with providing proposals for clients, including fees, suitable contractors for use at events and providing quotes for associated event costs.
– Showing clients around the gallery venues, presenting options and discussing event arrangements, issuing written confirmation of bookings, agreements and invoices.
– Managing the centralised events diary and circulating details of events bookings to relevant parties.
– Providing hands-on assistance at evening events when required, overseeing all arrangements are carried out safely, efficiently and at no risk to the Galleries.
– Assisting the Events team by producing schedules for each event as well as overseeing events, in liaison with clients and relevant Gallery staff.
– Attending Event meetings, producing agendas, taking minutes and producing action points.

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– Efficient administrative skills and meticulous attention to detail.
– Previous experience of working in a public facing role within events, sales, admin, or hospitality providing exceptional customer service
– Proven IT skills and aptitude as well as experience with database maintenance.
– Excellent organisational and time management skills.
– Outstanding interpersonal skills enabling you to engage with people to provide information and deliver events.
– Team player with ability to work collaboratively.
– Calm and efficient, and reliable under pressure.
– Willingness to work flexible hours from time to time, including unsocial hours particularly at events.

It would also be great if you have:

– Some experience in professional event organisation.
– An informed interest in culture and visual arts.
– Some knowledge of the museums and galleries sector.

Please apply directly via our careers portal.

The closing date for completed applications is 12 noon on Monday, 01 July 2024.

Application Deadline: Monday 01/07/2024