Located in the heart of Mayfair, The Arts Club is one of London’s oldest private members’ clubs – celebrating its’ 160 anniversary this year – and home to a community of members with a passion for the creative arts, literature, and business. From distinguished art exhibitions to fine dining, live music, and an exceptional programme of events for members, the club remains at the heart of contemporary cultural life in London.

We are currently looking for a Private Events Executive to provide administration support to the Members & Art events department. Answering the phones, taking enquiries to pass onto the sales team, diary management, writing accurate contracts and client invoices, costing sheets and submitting supplier invoices. Supporting he team in co-ordinating event administration to maximise the success of events in the Club.

Successful applicants will become part of a fun, dynamic team who work closely with the operations teams who bring The Arts Club to life on the daily basis.

Reporting to the Head of Private Events, the Private Events Executive will provide administrative support to the department. This includes answering inquiries, creating proposals, managing calendars, booking event production, drafting contracts and invoices, and processing payments. The role involves preparing accurate weekly function sheets, ensuring updates are communicated to relevant teams, and overseeing events when necessary. During peak times, flexibility with working hours is required. Additionally, the Executive will assist with event coordination to maximize room usage and maintain the private events office, ensuring supplies are stocked and the space is organized. 

·  Hours of work will be normal office hours 9.30am – 6.00pm. Overseeing event set up, greeting clients, appointments and show rounds may need to be carried out in the evenings at the request of Clients and under the direction of the Head of Private Events. Flexibility is required due to the nature of the job.

· To be fully aware of the facilities that private parties offer in terms of room sizes, types of parties that are possible in The Arts Club, entertainment options, food timings and the services that are offered with Private Parties such as AV and flowers.

· To ensure the telephone is always answered (office hours are 9.30am – 6pm) and liaise with clients in taking private party enquiries and messages.

· Assist the Head of Private Events in responding to client requests within 6 hours if applicable. If this is not possible the client should be contacted with an update within 12 hours.

· Diary Management – under the direction of the Head of Events; chasing clients with provisional bookings daily to ensure that all bookings in the diary are confirmed and if released that they are done so in good time for another client to use the space.

· Assisting in writing, proof reading and printing event function sheets for each event. Preparing the function packs in good time for the function sheet meeting in the preceding week. All details should be collated on a function sheet for distribution at the weekly meeting held by the Head of Private Events

· Assisting the Head of Private Events in liaising with all relevant departments at The Arts Club (chefs, FOH managers etc.) to help coordinate the client needs for their event (I.e. special menus, different set up times, complicated events).

· Under the direction of the Head of Private Events, you may also be required to meet with clients in the Club to assist with their event, including greeting them at the beginning of their event, assist and oversee event set ups and on occasion managing certain low-level events.

· Ensure that each client is issued with a contract, deposit invoice and the deposit schedule is adhered to. Including taking and arranging the deposit & final invoice payments.

· Responsible for all administration tasks for the private events department, under the direction of the Head of Private Events

· Ensuring all relevant paperwork has been signed and completed prior to the event start date.

· To pass on any details from the client, no matter how trivial or important, to the Head of Events to ensure the smooth running if the event.

· To ensure that all details, production, menus, table plans and place cards are completed in good time for each event, printing anything that is necessary (menus etc).

· Liaise with clients regarding any deliveries and pick-ups of event materials communicating with operations to ensure that everything is picked up post event.

· To ensure that all menus and wine lists are up to date and stocked to send or give to clients.

· To pass on any sales leads to the relevant department head (events, membership etc).

· To execute any projects assigned by the Executive Management relating to selling private parties and maintenance of existing clients and Private Parties Office.

· Any other reasonable request from the General Managers, Directors Office, and Floor Managers.

Key Competencies for this role

Event Planning & Coordination

Ability to plan, organize, and execute events from start to finish, managing all logistics and timelines.

Ensuring all aspects of the event, including catering, entertainment, and décor, align with the club’s standards and member expectations                                                                                                                                                                                                                                                

Attention to Detail

         Ensuring that every detail, from function sheets to event set-up, is managed flawlessly to create a seamless experience for members.

 Communication Skills

           Strong verbal and written communication skills for interacting with members, suppliers, vendors, and internal teams.

           Handling member inquiries and requests in a professional, engaging manner.      

Customer Service Orientation

         Delivering exceptional service and anticipating the needs of members to ensure a positive experience.

         Building and maintaining strong relationships with members, ensuring their satisfaction with events.

 Time Management

           Ability to multitask and prioritize, especially during event days when managing different moving parts.

           Keeping events on schedule while managing unexpected changes or challenges.

Problem-Solving Skills

     Ability to quickly address and resolve any issues or disruptions that may arise during events, ensuring minimal impact on the member       experience.    

 Flexibility & Adaptability

The ability to work in a dynamic and often high-pressure environment, adjusting plans as necessary to accommodate unexpected changes or challenges.

Teamwork & Collaboration

Working closely with the internal team, management, and other departments (such as F&B, housekeeping, etc.) to ensure smooth event execution. 

Knowledge of Hospitality & Luxury Servic

A strong understanding of the high expectations within private, luxury settings and tailoring events to meet these standards. 

IT & Event Management Software Proficiency

Familiarity with tools like event management platforms, CRM systems, and general office software (Microsoft Office, Google Suite, etc.) for smooth operations.

Conflict Resolution

The ability to calmly handle disputes or concerns, particularly when dealing with high-profile members or event attendees.

This list of duties is not exhaustive, nor is it intended to be, and duties are not listed in any order of priority.

 About you:

·       Excellent organisation and administration skills

·       The ability to work well under pressure and always retain professionalism

·       Excellent verbal, written and communication skills

·       Someone who is a quick learner and happy to look at ways in which the departments can be more efficient

·       A positive team player who is willing to assist with other departments when needed

·       Tenacious team player who is an avid learner,

·       Adaptive, creative thinking

·       Problem solver

·       Always gets the job done

In return we offer fantastic rewards and benefits (T&C’s apply):

• Private medical benefits via Medicash
• Discount in over 800 retail outlets via Reward Gateway
• Discounts on food & beverage in our restaurants and sister businesses
• Discounts with Lanserhof at The Arts Club (Private Wellness Club and Clinic)
• Enhanced sickness pay
• Life assurance
• Long Service Awards
• An exciting range of learning and development programmes
• Enhanced maternity pay
• Opportunities for promotion and continual progression
• Complimentary meals while on shift
• Employee assistance programme
• Occupational health nurse

Eligibility: In line with the requirements of the Asylum and Immigration Act 1996, all applicants either must be eligible to live and work in the UK. Documented evidence of eligibility will be required from candidates as part of the recruitment process.

Due to the high volume of applications, we aren't always able to provide feedback, if you do not hear from us in 2 weeks’ time please assume you have not been successful. However, don't hesitate to get in touch!

No agencies please

Located in the heart of Mayfair, The Arts Club is one of London’s oldest private members’ clubs – celebrating its’ 160 anniversary this year – and home to a community of members with a passion for the creative arts, literature, and business. From distinguished art exhibitions to fine dining, live music, and an exceptional programme of events for members, the club remains at the heart of contemporary cultural life in London.

We are currently looking for a Private Events Executive to provide administration support to the Members & Art events department. Answering the phones, taking enquiries to pass onto the sales team, diary management, writing accurate contracts and client invoices, costing sheets and submitting supplier invoices. Supporting he team in co-ordinating event administration to maximise the success of events in the Club.

Successful applicants will become part of a fun, dynamic team who work closely with the operations teams who bring The Arts Club to life on the daily basis.

Reporting to the Head of Private Events, the Private Events Executive will provide administrative support to the department. This includes answering inquiries, creating proposals, managing calendars, booking event production, drafting contracts and invoices, and processing payments. The role involves preparing accurate weekly function sheets, ensuring updates are communicated to relevant teams, and overseeing events when necessary. During peak times, flexibility with working hours is required. Additionally, the Executive will assist with event coordination to maximize room usage and maintain the private events office, ensuring supplies are stocked and the space is organized. 

·  Hours of work will be normal office hours 9.30am – 6.00pm. Overseeing event set up, greeting clients, appointments and show rounds may need to be carried out in the evenings at the request of Clients and under the direction of the Head of Private Events. Flexibility is required due to the nature of the job.

· To be fully aware of the facilities that private parties offer in terms of room sizes, types of parties that are possible in The Arts Club, entertainment options, food timings and the services that are offered with Private Parties such as AV and flowers.

· To ensure the telephone is always answered (office hours are 9.30am – 6pm) and liaise with clients in taking private party enquiries and messages.

· Assist the Head of Private Events in responding to client requests within 6 hours if applicable. If this is not possible the client should be contacted with an update within 12 hours.

· Diary Management – under the direction of the Head of Events; chasing clients with provisional bookings daily to ensure that all bookings in the diary are confirmed and if released that they are done so in good time for another client to use the space.

· Assisting in writing, proof reading and printing event function sheets for each event. Preparing the function packs in good time for the function sheet meeting in the preceding week. All details should be collated on a function sheet for distribution at the weekly meeting held by the Head of Private Events

· Assisting the Head of Private Events in liaising with all relevant departments at The Arts Club (chefs, FOH managers etc.) to help coordinate the client needs for their event (I.e. special menus, different set up times, complicated events).

· Under the direction of the Head of Private Events, you may also be required to meet with clients in the Club to assist with their event, including greeting them at the beginning of their event, assist and oversee event set ups and on occasion managing certain low-level events.

· Ensure that each client is issued with a contract, deposit invoice and the deposit schedule is adhered to. Including taking and arranging the deposit & final invoice payments.

· Responsible for all administration tasks for the private events department, under the direction of the Head of Private Events

· Ensuring all relevant paperwork has been signed and completed prior to the event start date.

· To pass on any details from the client, no matter how trivial or important, to the Head of Events to ensure the smooth running if the event.

· To ensure that all details, production, menus, table plans and place cards are completed in good time for each event, printing anything that is necessary (menus etc).

· Liaise with clients regarding any deliveries and pick-ups of event materials communicating with operations to ensure that everything is picked up post event.

· To ensure that all menus and wine lists are up to date and stocked to send or give to clients.

· To pass on any sales leads to the relevant department head (events, membership etc).

· To execute any projects assigned by the Executive Management relating to selling private parties and maintenance of existing clients and Private Parties Office.

· Any other reasonable request from the General Managers, Directors Office, and Floor Managers.

Key Competencies for this role

Event Planning & Coordination

Ability to plan, organize, and execute events from start to finish, managing all logistics and timelines.

Ensuring all aspects of the event, including catering, entertainment, and décor, align with the club’s standards and member expectations                                                                                                                                                                                                                                                

Attention to Detail

         Ensuring that every detail, from function sheets to event set-up, is managed flawlessly to create a seamless experience for members.

 Communication Skills

           Strong verbal and written communication skills for interacting with members, suppliers, vendors, and internal teams.

           Handling member inquiries and requests in a professional, engaging manner.      

Customer Service Orientation

         Delivering exceptional service and anticipating the needs of members to ensure a positive experience.

         Building and maintaining strong relationships with members, ensuring their satisfaction with events.

 Time Management

           Ability to multitask and prioritize, especially during event days when managing different moving parts.

           Keeping events on schedule while managing unexpected changes or challenges.

Problem-Solving Skills

     Ability to quickly address and resolve any issues or disruptions that may arise during events, ensuring minimal impact on the member       experience.    

 Flexibility & Adaptability

The ability to work in a dynamic and often high-pressure environment, adjusting plans as necessary to accommodate unexpected changes or challenges.

Teamwork & Collaboration

Working closely with the internal team, management, and other departments (such as F&B, housekeeping, etc.) to ensure smooth event execution. 

Knowledge of Hospitality & Luxury Servic

A strong understanding of the high expectations within private, luxury settings and tailoring events to meet these standards. 

IT & Event Management Software Proficiency

Familiarity with tools like event management platforms, CRM systems, and general office software (Microsoft Office, Google Suite, etc.) for smooth operations.

Conflict Resolution

The ability to calmly handle disputes or concerns, particularly when dealing with high-profile members or event attendees.

This list of duties is not exhaustive, nor is it intended to be, and duties are not listed in any order of priority.

 About you:

·       Excellent organisation and administration skills

·       The ability to work well under pressure and always retain professionalism

·       Excellent verbal, written and communication skills

·       Someone who is a quick learner and happy to look at ways in which the departments can be more efficient

·       A positive team player who is willing to assist with other departments when needed

·       Tenacious team player who is an avid learner,

·       Adaptive, creative thinking

·       Problem solver

·       Always gets the job done

In return we offer fantastic rewards and benefits (T&C’s apply):

• Private medical benefits via Medicash
• Discount in over 800 retail outlets via Reward Gateway
• Discounts on food & beverage in our restaurants and sister businesses
• Discounts with Lanserhof at The Arts Club (Private Wellness Club and Clinic)
• Enhanced sickness pay
• Life assurance
• Long Service Awards
• An exciting range of learning and development programmes
• Enhanced maternity pay
• Opportunities for promotion and continual progression
• Complimentary meals while on shift
• Employee assistance programme
• Occupational health nurse

Eligibility: In line with the requirements of the Asylum and Immigration Act 1996, all applicants either must be eligible to live and work in the UK. Documented evidence of eligibility will be required from candidates as part of the recruitment process.

Due to the high volume of applications, we aren't always able to provide feedback, if you do not hear from us in 2 weeks’ time please assume you have not been successful. However, don't hesitate to get in touch!

No agencies please