The National Gallery are currently seeking an enthusiastic and efficient Travel Trade & Events Co-ordinator to join the team as they celebrate their bicentenary year with a programme of high-profile exhibitions, and look ahead to the reopening of the Sainsbury Wing in Spring 2025 with newly designed event spaces.
In this role, you will coordinate all travel trade activities, manage sales enquiries, ensure prompt financial processing and provide administrative support to the Commercial Events teams.
Key responsibilities:
- Management of all bookings in Ventrata (the travel trade API booking system). Inputting all manual bookings onto the system such as Virgin Experience Days, Buy a Gift, WOWCHER etc and direct/private group bookings.
- Overseeing the travel trade inbox and responding to enquiries in a timely fashion.
- Booking into the room booking system for any out of hours tours and coordination of the delivery of tours.
- Engage internal teams to ensure smooth running of in-house processes.
- Circulate the weekly overview of tours to the relevant teams and daily updates for number of guests.
- Co-ordinating Blue Badge Guide provision for scheduled weekly tours ensuring any new bookings have a guide allocated.
- Ensuring the stock of headsets is replenished and reordered as required.
- Communicating with the restaurant on all afternoon tea bookings which have been booked.
- Assist with the copy and imagery for marketing materials and digital advertising campaigns.
- Regular benchmarking against similar attractions and products.
- To represent at networking events and exhibitions when required.
- To provide admin support as and when required.
- Send out factsheets to internal and external contacts as required.
- Co-ordinate the booking of Art Historians for events.
- Send weekly reports to finance on sales and performance for travel trade.
- Ensure monthly invoicing for all 3rd party partners and services provided such as Blue Badge Guides and headsets is carried out promptly.
- The raising and receipting of all purchase orders.
Key skills & experience:
- Strong administration experience.
- A very organised approach.
- Excellent interpersonal skills with the ability to form positive relationships with a wide variety of people.
- Ability to work on own initiative and prioritise workload.
- Excellent written and oral communication skills.
- Proven attention to detail and efficiency in undertaking tasks.
- Excellent time management.
- Computer literacy, especially in Microsoft Office products (e.g. Word, Excel, Outlook and PowerPoint).
- Experience of using a database or room booking software, ideally Artifax.
- Strong systems knowledge and excellent IT skills.
- Knowledge and experience of working with clients and events desirable.
- Experience of working within the tourism and travel industry is desirable but not essential.
How to apply: please send your CV and cover letter to [email protected] including Travel Trade & Events Co-ordinator in the subject line.
About The National Gallery: The National Gallery tells the story of European art, masterpiece by masterpiece. From its home in London’s Trafalgar Square, the Gallery collects and cares for some of the world’s greatest paintings – and shares them with everyone to see. Founded in 1824, the collection has more than 2,600 paintings.
