Senior Gallery Executive

Senior Gallery Executive, Gallery and Events Space, permanent, London, £38,000-£42,000 plus benefits

This is a key operational role within this London Gallery. 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.

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. Benefits are 25 days holiday plus Christmas closure and pension.

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 escalation 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
• 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

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