Events Manager

Established in 1744, Sothebys is the worlds premier destination for art and luxury. Sothebys promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sothebys believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.THE ROLE
To deliver exceptional quality live events within the Gallery as well as off site and across the regional offices. To lead on the planning and operational coordination from concept, to on the day management and post event feedback. Responsible for the management of individual event budgets, tracking and reporting, along with necessary administrative tasks.
RESPONSIBILITIES
Live Events (including Preferred and ADI Tours):

Project manage and deliver live events from conception, to execution and post-event reporting
Engage with and contract external suppliers and partners to deliver high quality events
Ensure budgets are not exceeded and estimated costs are accurate throughout the planning process
Keep up to date digital event files, accessible with relevant and thorough information for other members of the team to access
Support the regional offices with event planning and delivery where necessary
Ensure clear and thorough internal communication with Ops teams, attending weekly operational meetings, producing checklists and conducting individual event walk throughs
Create e-vites or hard copy invitations in line with global policy and liaising with the expert and marketing departments to get sign-off

Guest list management:

Liaise with Email Marketing Coordinator to pull guest lists
Monitor guest numbers acting where necessary to control numbers
Generic event inbox management for any client queries
Manage RSVPs for dinners and liaise with client for event critical details

E-vite/Invite management:

Liaise with Email Marketing Coordinator to create blast e-vites
Log requests and work with Design team for pdf evite, hard copy and print requests
When necessary due to time constraints, build, test and send blast evites
Arrange calligraphy and mailings for hard copy mailouts, Ensure data on clients invited, accepted and attended is tracked and saved
Note final guest numbers and costs
Liaise with Client Strategists to pull transactional data following relevant sales for each event
Update Event Review with relevant statistics, data and qualitative feedback
Chase invoices and any internal recharges in a timely manner
Create sundry invoices for third parties and caterers for externally hosted events.
Update image folders (best event shots, caterers, galleries etc.)

Supplier management:

Manage the approved suppliers list and ensure it is kept up-to-date with correct contact details
Keep records of where Introductory Commission is payable
Keep note of all expected event income, raise invoices and send to contractors
Liaise with Risk to ensure all contractors, new and existing, meet requirements
Keep updated information on Health and Safety documents, Public Liability, Employers Liability and Risk Assessment forms for all contractors
Manage annual renewals at the beginning of each year
Research/investigate new caterers, florists, production companies, printers, musicians etc to ensure continuing high quality, cost-efficient events

Diary Administration:

Ensure the events calendar is up to date with sale and exhibition information
Ensure all diaries and review documents are kept consistent with up-to-date information
Update Auction Operations with events for following week for Whats On

Champagne and stock management

Keep track of all Champagne usage at events, cross-referencing with finance to make sure costs are offset to relevant events
Conduct quarterly physical stock counts and reconciliations
Ensure stock levels are maintained appropriately

At least 3 years Event Management experience, ideally in a B2C environment
Excellent communication skills liaising with external suppliers, clients and colleagues
Demonstrates a proactive approach with good problem-solving skills
Able to use initiative
Outstanding organisational skills including ability to multi-task and prioritise to meet varied and tight deadlines
Ability to work independently and as part of a team
High level of attention to detail
Good computer literacy