WC2H 8DP · On-site
Shaftesbury Theatre
Events and Sales Assistant
Purpose
The Shaftesbury Theatre has redefined its purpose and function as part of its Dramatic Transformation Programme. Now, the 1911 Stalls bar, Bertie Crewe Royal Circle bar, Melville Grand Circle bar and two hospitality spaces, the Taffner and the Ray Cooney all serve our customers enjoying the 1,350-seat auditorium. These wonderful facilities not only cater to our main productions at evening and matinee performances but are also used for conferences, meetings, and events marketed, coordinated, and hosted by our Events and Sales Team.
The post holder will assist the Head of Events and Sales in securing and coordinating all events at the Shaftesbury Theatre. They will liaise closely with both the Bars and Hospitality and House Management departments and on occasion the technical departments, to service a wide range of conferences, meetings and events outside of show performance hours. The postholder reports to the Head of Events and Sales and, as appropriate, the Heads of both Bars and Hospitality and House Management. In addition, from time to time, they will be expected to make reports to the Chief Executive, Operations Director and Financial Director. Their line manager will be the Head of Events and Sales.
The Assistant will require excellent administration, analytical and communication skills to ensure that from first contact through to the end of the event the client receives an exceptional quality of service and that all departments working on each event within the Theatre are correctly informed and understand the client’s needs. The post holder will need to work well under pressure and, when required, independently.
Duties
To manage client planning and schedules for events at the Shaftesbury Theatre.
To maintain and develop third-party partnership opportunities with suppliers and contractors able to support a wide range of events. Securing the appropriate services for each event to the highest standard providing effective management and liaison throughout.
To meet with clients to establish the details of their event and, once agreed, create the event documents to ensure high-quality delivery of the proposed event.
To support the Head of Events and Sales in providing specific events reports, bi-monthly event forecasts, function sheets, inventory and hire schedules, invoices and any other reports.
To assist in creating accurate and detailed proposals and quotes for client events working in liaison with the Head of Events and Sales to actively secure business and build long-term partnerships resulting in repeat business.
To attend and on occasion lead event management and handover meetings.
To use the Company’s Event Management system.
To use the Company's Box Office, Customer Relationship Management and Campaign Analysis systems.
To provide administrative support for the day-to-day running of the Events and Sales activity.
To develop and maintain a good knowledge of food and beverage trends, event styling and wide-ranging entertainment solutions.
To work on any special project as identified by the Senior Management team.
· To support the Company’s communication objectives by sharing information with colleagues as appropriate whilst respecting confidentiality so that you and your colleagues have all the information you need to perform your duties effectively.
· To always comply with the Company’s Equal Opportunities and Health and Safety Policies.
Person Specification
Essential
· Educated to degree level or equivalent
· Good social skills
• Numerically literate
• Excellent spoken and written English
• Outstanding organisational skills
• Ability to remain calm and accurate under pressure
• The ability to work to tight deadlines
• A flexible attitude to working patterns
• The ability to communicate effectively at all levels
• The ability to handle and maintain confidential information
• Experience of event organisation and management
• Good working knowledge of Microsoft systems (Outlook, Word, Excel, and PowerPoint)
• Working knowledge of Zoom, MS Teams, and other video communications platforms.
• Good personal presentation and customer-focused skills
Desirable
• A working knowledge of Yesplan Event Management Software, Zonal and any other software as required
• An interest in the London Theatre industry and its history
• An interest in Film, Television and Radio production
• The ability to take initiative
• A team player
Shaftesbury Theatre Ltd
Events and Sales Assistant
Full-time
WC2H 8DP · On-site
£30000.00 annually
14th Oct 2024
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