Description

Closing Date: 14-Jun-2024

The Role:
HemingwayDesign is looking for an Event Coordinator & Administrator to join the in-house Events Team.
The role is to support in the research, curation, planning, coordination and management of relationships involved in the creation and programming of new and existing events and festivals in the HemingwayDesign events and festival portfolio including Urban Village Fete, Emerge East and the Classic Car Boot Sale (amongst others)
The role will have a strong emphasis on trader bookings and administration, curating and booking the market elements of our events, including designer makers, fashion traders and F&B. You’ll work closely with the HemingwayDesign accounts team to ensure traders are invoiced and paid in a timely manner and manage bookings using Google Suite to ensure a smooth process.
You’ll manage event inboxes and liaise with traders to ensure there is a smooth and professional process from initial enquiries through to trading at our events.
This role provides administrative, curatorial and logistical support to the Head of Events & Event Production Manager to deliver the overarching curatorial narrative, develop multi-artform programmes and ensure the smooth and efficient delivery of HemingwayDesign events and festivals. Responsibilities include database management, record keeping (including filing, archiving and evaluation), assisting with research, seeking out and collating curatorial proposals, liaising with participants (performers, artists, DJs, curators, partners etc), processing contracts, drafting and collating presentations for client meetings and marketing purposes.
The role will require an onsite presence at all of our events, being a key contact for traders & delivery team. Occasional weekend work will be required.
Other responsibilities will include organising meetings, preparing agendas, presentations and briefing notes, note taking and minuting meetings when required.
Main Duties / Key Responsibilities:
To assist the research, development and curation of content for the HemingwayDesign programme, with opportunities to liaise with artists, curators, partners, and other stakeholders.
Inboxes management and trader liaison
Working closely with the accounts team to ensure traders are invoiced appropriately and paid in a timely manner.
To support the Head of Events with day-to-day administrative tasks with a high level of accuracy and detail.
To maintain up-to-date records of all activities to support HemingwayDesign event programmes and evaluation. Proactively improve administration systems and record keeping, ensuring projects run smoothly and to plan, working alongside line managers to achieve this.
Under direction from Head of Events and/or Events Director (HemingwayDesign Partners) use agreed HemingwayDesign templates to produce appropriate communications materials to help raise internal and external awareness of specific project progress and programmes (e.g. collating programme information for online or internal marketing purposes).
Develop and manage positive working relationships with traders, makers, artists, contributors and talent and be able to give constructive feedback.
To oversee event coordination working closely with the Event Manager to issue contracts and important documents.
To contribute to the archive, evaluation and monitoring of event programming and participants.
Support the curation and project management of HemingwayDesign events and festivals, including attending and playing a role in the onsite delivery of the events
To contribute proactively to marketing activity and campaign planning, attending marketing meetings as required.
To produce short weekly project/activity updates.
Basic Adobe Skills preferred
Occasional monitoring of social media pages
Skills Required
Strong interpersonal skills (team, partner and client management), able to build strong relationships quickly
Excellent organisational and time management skills, with a working knowledge and experience of delivering medium and large complex outdoor events
Able to keep calm and focused in stressful and high-pressure environments
Computer savvy; proficient in MS Office, Google Suite and basic Adobe Software
Knowledge of KPIs and marketing techniques for event management
Outstanding communication and negotiation ability
Excellent organisational skills
A knack for problem-solving
Knowledge of the production process and resource/timescales needed to realise production requirements
Understanding of invoicing and traders management steps
Salary & Benefits:
Salary dependant on experience and skills
Four weeks paid holiday plus all public holidays (depending on contract)
We have two office dogs
How to apply:
A strong portfolio of comprehensive relevant previous work / projects and how they relate to our practice, and CV with experience
Cover letter outlining why you want to work with us, and why you’d be the perfect fit for our team.
Please email beck@hemingwaydesign.co.uk with ‘Work With Us’ in the subject field.
Application deadline: 14th June 2024
No telephone calls or agencies please.