Events Coordinator 2025

You’ve been on the look out for a role that brings together your ambitious nature and desire to deliver a smooth event process – This is the role for you.

At Sadler’s Wells everyone is welcome.

We’re looking for an Events Coordinator to act as a key point of contact for the Events team. Providing comprehensive administrative support, you will ensure an excellent customer service experience to all who engage with us. You will assist with the space hire process and enjoy creating opportunities to find solutions.

We’re a supportive and hardworking team, working on a broad variety of projects.

This is an exciting time to join the Catering & Events team as we are expanding to our new venue Sadler’s Wells East.

What are my responsibilities?

Administration

• Maintain an up-to-date client database.
• Administer the booking system (Artifax and Agora).
• Events diary management ensuring this is up to date to maximise income.
• Issue quotes, contracts, invoices and other paperwork for bookings.
• Provide administrative support for meetings; agendas, papers, minute taking, action points.
• Produce and distribute internal monthly allocation reports and invoice accordingly.
• Produce data analysis, reports and presentations for SMT, board and team meetings.

Financial

• Ensure all financial documentation is issued or filed in timely manner to maximise on income.
• Data entry, data analysis and financial reports.
• Manage internal bookings to ensure the recharges are invoiced accurately and in timely manner.

Client Management

• Respond to all enquiries and correspondence in timely manner.
• Build, maintain and strengthen existing relationship with clients, peers, colleagues, and professional bodies to support the growth of the business.
• Coordinate and conduct site visits when required.

Sales and Marketing

• Ensure the database is well managed and records are up-to-date to support the sales and marketing activities.
• Support the Sales Manager in the delivery and administration of sales and marketing plan, including social media, to bring new business and increase revenue for venue hire and F&B.
• Conduct competitor analysis and collate findings. 
• Prepare presentations for meetings, talks, exhibitions and networking events.

Operations

• Work closely with Events Administrator to ensure a cohesive solution focused approach to achieve high customer/colleague satisfaction and repeat business.
• Support the team with operations when required.

General

• Live, breathe and role model our organisational values of Excellence, Collaboration, Inclusion and Innovation, being aware of the influence and impact you can have in Sadler’s Wells.
• Attend occasional team and all colleague meetings, training sessions and other events which may take place outside normal working hours.
• Undertake other duties as may be reasonably required.
• At all times to carry out duties and responsibilities with regard to Sadler’s Wells’ Equality, Diversity and Inclusion, Safeguarding and Health and Safety Policies. This may include providing assistance with evacuation procedures or Sadler’s Wells Events Co-ordinator building searches in the event of an emergency at any of Sadler's Wells’ premise. 

Sadler’s wells benefits include

• Employee Assistance Programme, including access to counselling
• Complementary tickets and discounts
• Enhanced holiday and time off in lieu policy
• Additional pay for family leave, subject to eligibility

Who should apply? 

The successful applicant will demonstrate the following skills, experience, and personal qualities: 

Skills and experience 

Essential 

• Experience in administrative role, ideally within events industry. Experience of using a room booking system and/or database management.
• A good communicator with the ability to build good relationships with organisations and individuals.
• Good numeracy skills, ability to create reports and present information in a clear way. 
• Ability to work well under pressure in a busy environment, paying close attention to detail. 
• Well organised, with the ability to prioritise work flexibly across a range of different projects. 
• Proactive approach to work, with demonstrable examples of using initiative to progress tasks and solve problems. 
• Computer literacy (including MS Office 365: Word, Excel, PowerPoint, and Outlook) 
• Adaptable, practical, and resourceful. 
• Good understanding of customer relations. 
• Must currently hold the right to work in the United Kingdom

Additional, but not essential 

• Experience of using Artifax Event – Agora software. 
• Knowledge of hospitality industry. 
• Previous experience of coordinating events.

Interviews will take place on 13th and 14th March 2025.

We are committed to building a culturally diverse workforce and actively encourage applications from Black, Asian and those belonging to ethnic groups that are currently underrepresented within the Arts. Applications from d/Deaf and disabled communities and low socio-economic backgrounds are also welcome. As a user of the Disability Confident Scheme, we guarantee to interview all disabled candidates who meet the minimum essential criteria for the role as set out in the Job Pack.

Sadler’s Wells is a PiPA (Parents and Carers in Performing Arts) Charter Partner, striving towards creating a more family friendly working environment.

If you would like support or have any queries regarding the format or submission of the application, please contact us on recruitment@sadlerswells.com.