We are looking for somebody with excellent organisation and administration skills to co-ordinate and deliver two multi-faceted, multi-day events across summer 2025.

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Reports to: Director of Programme and Partnerships

Responsible for: N/A

This new, joint post between Liverpool Biennial, the British Council and a-n will work within the Liverpool Biennial delivery team to expertly manage two events programmes for delegations of international visitors to Liverpool during our 13th edition, BEDROCK.

Main duties

  • Manage, coordinate and lead on aspects of the projects, from planning through to delivery and evaluation.  
  • Draft and produce two intensive, fruitful programmes of events and experiences for the two different audiences, both of which encourage collaboration, discourse and engagement with the Liverpool Biennial 2025 programme.  
  • Create bespoke schedules and welcome packs for visiting guests, ensuring access and/or dietary needs are considered and prioritised.  
  • Book, contract and brief all venues and contributors (speakers, facilitators, performers etc.)  
  • Work alongside Liverpool Biennial’s Production Manager to book and oversee AV equipment and technician hire.   
  • Organise catering including drinks and dinners with external providers.  
  • Be the main point of contact for participants to answer any questions or needs, including being lead liaison during in-person visits to Liverpool.  
  • Organise UK travel, accommodation, schedules, tours and tickets where required.  
  • Support the recruitment process of 8 British Council delegation curators, including, reviewing applications and sitting on the shortlisting panel.  
  • Support and in some cases lead a series of digital events and/or meetings as part of our PICKED (Programme for International Curatorial Knowledge Exchange & Dialogue) programme.  
  • Research arts institutions, peers and prospective partners in priority countries to find opportunities to connect and expand reach of the British Council delegation programme.  
  • Organise accessibility provision for both programmes, ensuring it is prioritised throughout every step including (but not limited to) recruitment and interviews, travel and scheduling, and trips or events.  
  • Be main point of contact with British Council and a-n teams, ensuring they receive regular updates and are consulted on any necessary decision making or changes.  
  • Work with Programme Team to ensure links with wider Biennial programmes and participants, where appropriate.  
  • Supporting the Marketing Team by drafting, collating and copy-editing project information for open call, announcements, website, and Guide.  
  • Research and remain knowledgeable on possible travel disruptions and visa requirements.  

  Event Management  

  • Be responsible for on-the-day logistics for all events including set up and take down.  
  • Ensure staff are fully briefed and delegate roles where appropriate to ensure the smooth running of the day.  
  • Organise presentations with Liverpool Biennial, a-n and British Council marketing teams and contributing presenters as required.  
  • Write and maintain guest lists for private events through the use of Liverpool Biennial’s CRM system Raiser’s Edge, and manage guest registration on the day.  
  • Liaise with suppliers including photographers and videographers.  
  • Managing sales of merchandise and distribution of information.  
  • Recruitment and line management of a Delegate Liaison role who will support in hosting the British Council curators during their trip.  

Finance and Administration  

  • Manage and maintain project budgets, including working with Programme Manager to ensure all project costs are best value for money, that budget logs are kept up to date and POs and invoices are processed quickly.   
  • Be responsible for monthly reconciliation of the project budgets including monthly forecasting and credit card reconciliation, liaising with Finance Team to answer any queries.  
  • Convene, attend and record meetings as required.  
  • Liaise with all Biennial departments to secure a smooth flow of information.  
  • Draft and update project schedules and planning documents to help ensure deadlines are realistically set, clearly communicated and the project is delivered in good time.  
  • Write and maintain risk assessments for all events.  
  • Support evaluation of the project through leading on the recruitment of an independent evaluator and compiling relevant quantitative and qualitative data.  

 Miscellaneous  

  • Attend training and professional development opportunities as required.  
  • Work within the context of Liverpool Biennial’s Equality and Diversity policy, Code of Conduct, Sustainability policy and other policies in delivery of internal and external service and treatment of employees alongside all other Company policies and the Staff Handbook.  
  • Work occasional evenings and weekends as necessary, taking this as Time Off in Lieu (to be agreed in advance with the Director of Programme and Partnerships).  
  • Any other duties which may be from time to time allocated, commensurate with the nature and responsibility level of the post.  
  • Working with Director of Programme and Partnerships to ensure all contractual obligations to British Council and a-n are upheld, with appropriate crediting of the partnerships included across all public-facing activity.  

 

Person specification

  Essential:  

  • Minimum 3 years in arts or project management role, or similar  
  • Excellent written and verbal communication skills  
  • Evidence of coordination skills, including the ability to manage multiple conversations and projects simultaneously  
  • Adept in Microsoft Excel and/or other project management software  
  • Experience of budget management  
  • Proven ability to operate to tight and/or changing deadlines  
  • Ability to thrive within a team environment  
  • Demonstrable experience of working with a diverse range of artists, contractors, and individuals  
  • Commitment to equity, diversity and inclusion  
  • Commitment to environmental sustainability  

  Desirable:  

  • Working in an international environment  
  • Knowledge of contemporary visual arts sector and Liverpool Biennial, a-n and the British Council  
  • Understanding of UK visa procedures  

 

Find out more about this role in the job pack below