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Boardroom and Events Manager
Boardroom and Events Manager
Sotheby's
Post Date: 15 Feb 2024

JOB OVERVIEW

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Synonymous with innovation, Sotheby’s promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations. Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

THE ROLE

To oversee management of the Boardroom suite, delivering exceptional standards of high-level entertaining. Working closely with the Boardroom Butler, Chef, Events and Operations team to ensure clear and efficient communication. Replying responsively to internal colleagues regarding new or existing bookings and ensuring any changes are clearly understood. Using a good understanding of colleagues across the business to tailor experiences to their specific tastes or needs and pre-empting requests. Tracking the efficiency and usefulness of the Boardrooms through excellent cost management and data retention on clients passing through. Management of Boardroom-executed events within the galleries and occasional management of gallery events using external suppliers. This role requires the successful candidate to be based and working full time from our London office.

RESPONSIBLITIES

Boardroom bookings

  • Take meeting, breakfast, lunch, tea and dinner bookings and keep kitchen and servery team regularly updated
  • Field all changes including dietaries and numbers and ensure efficient communication of these
  • Create e-vites for larger/high profile lunches and dinners
  • Collate names of all guests attending lunch and circulate to front of house team and other appropriate colleagues
  • Liaise with departments for any special requirements, e.g. dedicated hangs, handling sessions, customised room styling
  • Obtain seating plans from hosts to allow Boardroom team to daily print menus and name cards

Boardroom Wider Communications

  • Circulate weekly lunch list to key company stakeholders
  • Create checklists for any bookings requiring support and communicate with Ops teams
  • Arrange walk-throughs as necessary for any gallery-based events
  • Liaise with Display team and florist to ensure appropriate arrangements throughout Boardrooms
  • Liaise with Facilities to ensure rooms are kept well maintained to high standard

Boardroom Reporting

  • Keep list of clients attending Boardroom events to track overall transaction levels
  • Create annual deck reporting on usage, including by department, by host and looking at engagement of clients

Boardroom Finance

  • Keep note of all rechargeable costs and ensure charged back to department cost centres as appropriate
  • Submit invoices for approval and processing and maintain thorough records on costs of running Boardrooms
  • Allocate wine stock usage with Finance

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

Event Management

  • 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
  • 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

Post-Event Admin

  • 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.)

Ideal Experience & Competencies

  • At least 3 years management experience, either project or people
  • Excellent communication skills liaising with external suppliers, clients and colleagues
  • Excellent diplomacy skills, able to negotiate between senior staff and Chairmen
  • Demonstrate 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

To view our Candidate Privacy Notice for the US, please click here .

To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here .

The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.

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