Fair Assistant

Role Purpose

As Fair Assistant, you will play a central role in supporting the planning, coordination and delivery of Goldsmiths’ Fair and other events led by the Fair team, including lectures, pop-ups and external exhibitions. The role focuses on effective administration, data management, scheduling and cross-departmental coordination to ensure smooth operations before, during and after each event.

We are looking for a highly organised, proactive and adaptable individual who can maintain effective systems, coordinate logistics and support the team in delivering a high-quality, well-managed Fair. The postholder will also provide front-of-house support when required.

Key Responsibilities

Event and Fair Administration

· Provide comprehensive administrative support to the Head of Fair and the wider Fair team, enabling the effective coordination of day-to-day activity throughout the planning and delivery of Goldsmiths’ Fair and related events.

· Maintain effective communication with internal departments—including Facilities, Catering, Security, Marketing and Finance—and with external stakeholders such as exhibitors, suppliers and event partners.

· Support the delivery of VIP receptions, private views and the public programme by coordinating schedules, liaising with suppliers, preparing materials and maintaining accurate guest and exhibitor lists.

· Assist with event production and logistics, including venue arrangements, bookings, list management and operational planning.

· Maintain accurate visitor, exhibitor and supplier records, ensuring information is current and handled in accordance with data protection requirements.

· Monitor Fair inboxes and respond to general enquiries, providing professional front-line support and referring queries to the appropriate colleague.

· Support team organisation by taking meeting minutes, maintaining action trackers and helping colleagues remain on schedule.

· Provide on-site administrative and front-of-house support during the Fair, helping to coordinate daily logistics and ensure the team is fully prepared.

· Manage financial administration, including raising purchase orders, processing invoices, monitoring payments and liaising with the Finance team.

· Coordinate the receipt, cataloguing, safe handling and dispatch of objects for applications, photoshoots, exhibitions and selling events within the Goldsmiths’ Fair calendar.

· Update and maintain Fair website content, including exhibitor listings and schedule information.

• Create invitation and ticket links using ArtSVP, and manage their distribution and tracking.

• Assist with the preparation, including image sourcing and copy writing of e-newsletters and email invitations for Fair-related activities.

Skills and Experience

Essential

· Strong administrative experience, ideally gained in an events, arts or communications environment.

· Excellent organisational skills, with the ability to manage competing priorities and meet deadlines.

· A proactive approach and willingness to learn, including how to manage the back end of the Fair website where required.

· Strong attention to detail and a high level of accuracy in data management and documentation.

· Proficiency in Microsoft Office, including Word, Excel and PowerPoint.

· Confidence and interest in learning and using new software systems and digital tools.

· Excellent written and verbal communication skills, with a clear and professional style.

· The ability to work collaboratively within a small team while taking ownership of individual tasks and projects.

· A self-starting, flexible and adaptable approach to changing situations, tasks and environments.

Desirable

· Knowledge of the UK craft, jewellery and silversmithing community.

· Experience of safely handling valuable works.

· Experience within an arts, crafts, heritage or not-for-profit organisation.

· Familiarity with website content management systems, such as WordPress.

· A basic understanding of digital marketing tools, such as Mailchimp and Adobe Creative Suite.

· An interest in contemporary jewellery or silversmithing.