Engagement and Events Administrator

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.

Museum Website: https://careers.tate.org.uk/members/modules/job/detail.php?record=878